Data Privacy Policy
1. About this Policy
1.1 This policy explains when and why we collect personal information about our members, how we use it, how we keep it secure and your rights in relation to it.
1.2 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.
1.3 We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website regularly for any amendments (but amendments will not be made retrospectively).
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 (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you. All personal Data is stored securely in accordance with the principles of the General Data Protection Regulation 2018 and the Data Protection Act 2018.
2. Who are we?
2.1 We are San Fairy Ann Cycling Club Ltd. And can be contacted at https://www.sanfairyanncc.co.uk
3. What information we collect when joining the club and why
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Type of information
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Purposes
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Legal basis of processing
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|---|---|---|
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Member's name, address, telephone numbers, and e-mail address(es).
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Managing the Member’s membership of the Club.
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Performing the Club’s contract with the Member. For the purposes of our legitimate interests in operating the Club. |
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Emergency contact details
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Contacting next of kin in the event of an emergency
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Protecting the Member’s vital interests and those of their dependents
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Date of birth
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Managing membership categories which are age-related
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Performing the Club’s contract with the Member. |
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Gender (Optional data) |
Provision of adequate facilities for members. Reporting information to cycling organisations. |
For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities for everyone. Consent given to collect
|
|
Ethnicity (Optional data) |
Provision of adequate facilities for members. Reporting information to cycling organisations. |
For the purposes of our legitimate interests in making sure that we can provide a club accessible to all people. Consent given to collect
|
|
Photos and videos of members |
Putting on the Club’s website and social media pages and using in press releases. |
Consent. We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting the Membership Secretary by e-mail or letter.
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The Member’s name and e-mail address |
Informing Members of club services and events. Complying with the requirements of our insurance policy. |
Consent. We will seek the Member’s consent on their membership application form and each membership renewal form. The Member may withdraw their consent at any time by contacting the Membership Secretary by e-mail or letter to tell us that they no longer wish to receive information on club services and events. |
4. How we protect your personal data
4.1 The membership data you provide on our website will be stored outside the UK as part of the service delivered by www.squarespace.com. You can view Squarespace’s GDPR statement by following this link https://www.squarespace.com/privacy/ and their Data Processing Addendum which includes details of cookies the website uses.
4.2 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.
4.3 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
4.4 Any membership payments to the club will be made by secure means and member’s bank details will not be known to, or stored by, the Club.
4.5 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
5. Who else has access to the information you provide us?
5.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above or paragraph 5.2 below.
5.2 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 print membership cards). However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
6. How long do we keep your information?
6.1 We will hold your personal data on our systems for as long as you are a member of the Club or 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. At renewal time, if you choose not to remain a member of the club and have not renewed your membership by 01 February of any year your club profile will be archived. It will be permanently deleted on or before 14 February of that year.
6.2 Should we receive any financial information, we will securely destroy it once we have used it and no longer need it.
7. Your rights
7.1 You have rights under the GDPR; this section tells you how you can exercise those rights:
a) to access your personal data: You can access your personal data through the club website. Log in and click on your name to view your profile.
b) to be provided with information about how your personal data is processed: We will only use data you have entered on your profile, we consider this as consent to contact you, enable other members to contact you (using data you have entered in your profile) and to monitor demographics of our club. You may withdraw your consent at any time by contacting us by e-mail memsec@sanfairyanncc.co.uk to tell us that you no longer wish to receive information on club services and events.
c) to have your personal data corrected: You can amend your personal data through the club website at any time. Log in and click on your name to update your profile. Should you need assistance updating your profile please contact memsec@sanfairyanncc.co.uk
d) to have your personal data erased in certain circumstances: At renewal time, if you choose not to remain a member of the club and have not renewed your membership by 01 February of any year your club profile will be archived. It will be permanently deleted on or before 14 February. You can end your membership and have your profile deleted at any time by emailing memsec@sanfairyanncc.co.uk. You can delete your personal data through the club website at any time. Log in and click on your name to update your profile. Should you need assistance updating your profile please contact membership@sanfairyanncc.co.uk
e) to object to or restrict how your personal data is processed: To object to how your data is being used please contact membership@sanfairyanncc.co.uk. We will respond within 7 days and will aim to resolve your objection within 14 days of your request or provide a reason why this was not possible. We will continue to work with you until the objection has been resolved.
f) to have your personal data transferred to yourself or to another business in certain circumstances: You can access your personal data through the club website. Log in and click on your name to view your profile. If you cannot access your profile for whatever reason please contact membership@sanfairyanncc.co.uk who, having satisfied themselves of your right to access the data being requested, will provide you an electronic record of the information we currently held on your profile. This is known as a Subject Access Request.
7.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner:
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 technical@sanfairyanncc.co.uk
30/11/2020, S.Chevis, Downloaded and adapted.
22/03/2021, S.Chevis, Updated re website data storage.
09/04/2021, S.Chevis, Rights section expanded.
31/05/2022, I Blackburn, Updated emails and links