Thames Valley Skiff Club Privacy Notice
Thames Valley Club takes your privacy seriously. As defined in UK General Data Protection Regulations & the Data Protection Act 2018 we are a “controller” of the personal information that you provide to us and this privacy notice sets out how, why and for how long we will use your personal data, and under what conditions we may share them with others. It also explains your legal rights as a data subject and how to exercise them.
What we need from you
When you register as a member of Thames Valley Skiff Club or renew your membership, or attend a course or other event we run, we may ask you for some or all of the following personal information:
- Contact details – e.g. name, address, email address and phone number.
- Date of birth – to calculate membership and racing status category and eligibility.
- Safety and emergency details – e.g. next of kin, relevant health conditions.
If you do not provide us with all of the personal information that we need this may affect our ability to offer you our membership services and benefits.
Why we need your personal information – We have a contractual obligation
We need to collect our members’ personal information so that we can manage your relationship with us. We may use our members’ personal information to:
- Provide you with core member services, including confirmation of membership and end of year renewal.
- Organise club activities and manage risk and safety.
- Advise you of the schedule of club activities and events, and any changes or notices.
- To ensure that you are covered in the club’s liability insurance cover.
- Make entries for open events and collect the fees for these events.
Why we need your personal information – We have a legitimate interest
We also process our members’ personal information in pursuit of our legitimate interests to:
- Provide you with news and updates about the club’s activities, meetings and other events.
- Raise awareness of the club’s activities by capturing photos, videos, or live streaming at events. We will use this for promotion, education and development purposes.
- Compile statistics on membership distribution and participation in club activities.
- Respond to and investigate your questions, comments, support needs, complaints, concerns or allegations.
Other uses of your personal information
We may ask you if we can process your personal information for other purposes. Where we do so, we will provide you with an additional privacy notice explaining how we will use your information for these purposes.
Other organisations with whom we share your personal information
We may share your name, age, gender and racing status information ONLY with regatta organisers, the Skiff Racing Association (SRA) and Thames Punting Club (TPC) when participating in events. Names and racing status without any other personal details are low-risk and are unlikely to have any significant detrimental impact on any individual if this information was stolen or lost.
We may be required to share personal information with statutory or regulatory authorities to comply with statutory obligations.
Third party suppliers with access to members’ personal data
Thames Valley Skiff may use third party suppliers to provide services. These suppliers may process personal data on our behalf as “processors” and are bound only to process that personal information under our instructions and to protect it.
In the event that we share personal information with external third parties, we only share such information strictly required for the specific purposes and take reasonable steps to ensure recipients shall only process the disclosed personal information in accordance with those purposes. Currently the following third-party suppliers use members’ personal data to provide specific services to the club:
- The membership database is stored in a Microsoft Excel spreadsheet on Microsoft Onedrive cloud service, to which the Committee members have access. The Microsoft statement for its products and services can be found at https://privacy.microsoft.com/en-gb/privacystatement.
- MailChimp is used to distribute some of our email communications. Security of data is assured as defined in https://mailchimp.com/about/security/,
- GoogleMail is used to distribute some of our email communications. Security of data is assured as defined in https://policies.google.com/privacy
- Skiff and punt race event organisers and the SRA and TPC receive names, ages and status points ONLY for event participants. Names, ages and racing status without any other personal details are low-risk and are unlikely to have any significant detrimental impact on any individual if this information was stolen or lost. The SRA GDPR Policy can be viewed at http://www.skiffing.org.uk/links.htm
The Club makes use of social media for inter-member communication. The Club is not a Data Controller for any data provided to these services and has no control over their policies and procedures; members are advised to review the privacy policies of any services to which they submit data.
How we protect your personal information
Your personal information is stored by our club in a Microsoft Excel Spreadsheet on Microsoft Onedrive cloud service to which only authorised Club Officers have access, and they will only use it for the purposes set out above.
How long we keep your personal information
We only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and delete your personal information where you have not renewed your membership with us for one year.
You have a right to:
- Change your communication preferences or restrict the processing of your personal data for specific purposes.
- Request that we correct your personal data if you believe it is inaccurate or incomplete.
- Request that we delete your personal information.
- Access the personal data that we hold about you through a “subject access request”.
You can contact us via the secretary at email@example.com
If you are dissatisfied with our response, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk