1. ABOUT THIS POLICY
1.1 We are Green Diamond Club (“the Club”) and/or members of the Committee of the Club with designated roles. We can be contacted at c/o Hon. Secretary, 19 Lansdown Lane, Bath BA1 4LS, or at firstname.lastname@example.org or on 07443 426337.
1.2 This policy explains when and why we collect personal data about our Members and their guests (collectively “personal data” or “your personal data”), how we use it, how we keep it secure and your rights in relation to it.
1.4 We will do our utmost to comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (http://www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
2. WHAT INFORMATION WE COLLECT AND PROCESS AND WHY.
Type of information:
The list below is not definitive but only illustrative of the information that we hold in the form of personal data: Member’s full name, address, telephone numbers, email addresses Date of birth Nationality Emergency contact Personal background (profile), job title, present and past clubs and organisations Year joined Club Water skiing/narrow boating experience (including as to helming the water skiing motor boat) and relevant qualifications
Health (as it pertains to water skiing/narrow boating – NOT published) Chartering of the Club’s narrow boat and names of persons on board Events attended or intended to attend Financial transactions (NOT published) Photographs, for Club publicity to members
The personal data is processed for any one or more of the following purposes: To serve our legitimate interests in operating the Club and in promoting the Club in accordance with the Club’s Aims, as set out in Rule 1: Aims (Appendix); To manage the Member’s membership of the Club; To perform the Club’s contract with the Member; To organise events both afloat and onshore; To manage the operation and chartering of the Club’s narrow boat To provide goods and services, e.g. training and other items which we may add from time to time; To enable Members to benefit from affiliation arrangements with other clubs; To serve our legitimate interests in ensuring that boats participating in an event afloat can maintain contact with each other; To create and manage the Club's electronic membership list; To inform members of Club news and events, both future and past, by publishing newsletters and e-bulletins; and To enable us to contact a Member’s designated emergency contact in the event of an emergency.
3. HOW WE PROTECT YOUR PERSONAL DATA
3.1 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction. This includes restricting access to the Club’s membership list to authorised Officers only and enabling access only by use of a secure password. However, no security arrangements can be guaranteed to be 100% secure. Please note that this is also the case when you transmit information to us electronically.
3.2 For any payments which we take from you online we will use a recognised online secure payment system.
3.3 We will notify you and the Information Commissioner’s Office promptly in the event of our becoming aware of any breach of your personal data which might expose you to serious risk of identity theft.
4. WHO ELSE HAS ACCESS TO THE INFORMATION YOU PROVIDE US?
4.1 We will never sell your personal data. Unless we are required to do so by law, we will not share your personal data with any third parties without your prior consent (which you are free to withhold), with the exception of:
(1) Service providers in respect of events we organise;
(2) Organisations we are affiliated with such as Chichester Water ski Club
4.2 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to provide online membership services, to print newsletters and send you mailings and to provide meals at Club events), including to third parties who may hold and process your personal data outside the EU. However, we will disclose only the personal data that is necessary for the third party to deliver the service and we will require them to keep your information secure and not to use it for their own purposes. You will be informed by e-Bulletin, in advance wherever practicable, when we add such third parties to the list of exceptions provided at 4.1 above.
5. HOW LONG DO WE KEEP YOUR INFORMATION?
5.1 We will hold your personal data on our systems for as long as you are a Member of the Club and for as long afterwards as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data, except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations, e.g. to comply with tax requirements and exemptions and in respect of legal claims.
5.2 We securely destroy all financial information once we have used it and no longer need it.
6. YOUR RIGHTS 6.1 You have rights under the GDPR:
(a) to access your personal data;
(b) to be provided with information about how your personal data is processed;
(c) to have your personal data corrected;
(d) at any time (by contacting us by e-mail or letter at the relevant address in 1.1 above), to withdraw your consent to our processing your personal data or otherwise to object to or restrict how your personal data is processed or to have your personal data erased (in certain circumstances). However, your withdrawal of such consent in its entirety and without qualification shall constitute your resignation from membership of the Club;
(e) to have your personal data transferred to yourself or to a business in certain circumstances;
6.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner:
Tel: 0303 123 1113.
Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
For more details, please address any questions, comments and requests regarding our data processing practices to our Hon. Secretary (at the address above).
Approved by the Council of the Club on 24 May 2018.
Ms. Maddie Difazio-Wright
Green Diamond Club
EXTRACTS FROM THE CLUB’S RULES
(as amended and approved at its Annual General Meeting in February 2015)
Aims 1. The aims of the Club are:-
(a) the provision of sporting and social activities to the Members, their families & friends. The Club is not, and has never been, intended to be run as a business.
(b) to make the best use of, maintain and operate the assets of the Club with any resulting surplus of funds at the end of each year being used to upgrade or improve assets and equipment.
(c) to make a charitable donation of up to 25% of any annual surplus of the Club to a charity chosen by the Life Members