Data Privacy Policy
1. Policy Statement
1.1. Marchwood Yacht Club is responsible for a significant amount of Personal Data, relating to current members, past members and non-members. The processing of this information is governed by the General Data Protection Regulations (GDPR) from May 2018.
1.2. The Club has taken steps to ensure Personal Data is held in compliance with GDPR.
1.3. Responsibility for data protection on a day-to-day basis is everyone's responsibility, and is NOT solely the responsibility of Officers, Committee members or Sub-Committee volunteers. Everyone must do their part to ensure that the GDPR is adhered to and not breached.
2. Why this policy exists
2.1. This policy ensures that Marchwood Yacht Club:
- (a) Complies with the data protection legislation and follows good practice
- (b) Protects the rights of members, visitors and partners
- (c) Is open about how it stores and processes individuals' data
- (d) Protects itself from the risks of data breach
3. About this policy
3.1. This policy explains when and why we collect personal information about our members, instructors and Club officers, how we use it and how we keep it secure and your rights in relation to it.
3.2. We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.
3.3. This policy applies to all Personal Data transmitted in paper or electronic formats or communicated verbally by telephone or in face to face conversations.
3.4. We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website at www.marchwoodyc.org.uk or our Club noticeboard regularly for any amendments (but amendments will not be made retrospectively).
3.5. We will always comply with the GDPR when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.org.uk). For the purposes of the GDPR, we will be the "controller" of all personal data we hold about you.
4. What information we collect and why
|
Type of information |
Purposes |
Legal basis of processing |
|
Member's name, address, telephone numbers, e-mail address(es). |
Managing the Member's membership of the Club. Managing the duty roster. |
Performing the Club's contract with the Member. For the purposes of our legitimate interests in operating the Club. |
|
The names and ages of the Member's family |
Managing the Member's and their family's membership of the Club |
Performing the Club's contract with the Member. |
|
Date of birth / age related information |
Managing membership categories which are age related |
Performing the Club's contract with the Member. |
|
Gender |
Provision of adequate facilities for members. |
For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender. |
|
The Member's name, boat name and sail number |
Managing race entries and race results. Allocating moorings and boatyard spaces. |
For the purposes of our legitimate interests in holding races for the benefit of members of the Club. For the purposes of our legitimate interests in operating the Club |
|
Photos and videos of members / member's family and their boats |
Putting on the Club's website and social media pages and using in press releases. |
Consent. We will seek the Member's consent if we wish to use a personally identifiable image and the Member may withdraw their consent at any time by contacting us by e-mail or letter. |
|
The Member's name and e-mail address |
Creating and managing the Club's Membership Directory. |
Consent. The Member may alter their consent at any time by changing their preference on the Club's website or contacting us by e-mail or letter. |
|
Instructor's name, address, email addresses, phone numbers and relevant qualifications and/or experience. |
Managing instruction at the club. |
For the purposes of our legitimate interests in ensuring that we can contact those offering instruction and provide details of instructors to members. |
|
CCTV Images collected on Club premises and held by authorised third party. |
For preventing and detecting crime |
For the purposes of our legitimate interests in protecting property of the Club and its Members from theft or damage and acquiring evidential material for the investigation and apprehension of offenders by law enforcement agencies and in legal proceedings. |
4.1. Google Analytics
Our website uses Google Analytics, a web analytics service provided by Google, Inc. ("Google"), along with its Enhanced Measurement features. Google Analytics uses cookies to analyse how users interact with our site. This data is transmitted to and stored by Google on servers in the United States.
We use this information to evaluate site usage, to better understand how users interact with our website and to improve the overall user experience. Google may transfer this information to third parties where required by law or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google.
You have the right to opt out of data collection by Google Analytics. You can do this by installing the Google Analytics opt-out browser add-on. For more information on how Google uses data when you visit our website, visit Google's privacy policy.
Google Analytics with Enhanced Measurement collects the following types of data:
- Page views: Captures a page view event each time a page loads or the browser history state changes.
- Scrolls: Captures a scroll event when a visitor reaches the bottom of a page.
- Outbound clicks: Captures an event each time a visitor clicks a link that leads them away from our domain.
- Site search: Captures a search results event each time a visitor performs a search on our site.
- Form interactions: Captures an event when a visitor interacts with a form on the website.
- Video engagement: Captures events such as video plays, progress, and completions when visitors view embedded videos on the site (e.g., YouTube videos).
- File downloads: Captures an event when a visitor clicks to download a file with common extensions (e.g., documents, compressed files, videos, audio).
5. Children and Young Persons
5.1. In making an application for membership on behalf of a child or young person, the parent(s) or guardian(s) making the application agree to the use of the child or young persons' personal data as described above in section 4. The Club has a Safeguarding Policy which can be found on the Club's website.
6. How we protect your personal data
6.1. We will not transfer your personal data to any third party without your consent other than to carefully selected third parties for the purposes of performing the club's contract with you.
6.2. 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.
6.3. Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
6.4. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
7. Who else has access to the information you provide us?
7.1. We will never sell your personal data. We will not share your data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or to selected data processing partners in order to provide the club's services to you.
7.2 Data Processing Partners: Sailing Club Manager and any sub-processors they use to provide the service to us.
(link to SCM website www.sailingclubmanager.com/terms/subprocessors)
8. How long do we keep your information?
8.1. 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 current and future legal obligations.
8.2. We securely destroy all financial information once we have used it and no longer need it.
9. Your rights
9.1. You have rights under GDPR:
- (a) To access your personal data
- (b) To be provided with information
- (c) To have your personal data corrected
- (d) To have your personal data erased in certain circumstances
- (e) To object to or restrict how your personal data is processed
- (f) To have your personal data transferred to yourself or to another business in certain circumstances
9.2. You have the right to take any complaints about how we process your personal data to the Information Commissioner:
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 The Secretary, Marchwood Yacht Club, Maritime Avenue, Marchwood, Southampton, SO40 4BF, email: secretary@marchwoodyc.org.uk
Click this link to see the data privacy policy for SCM:
Sailing Club Manager Privacy Policy