1: THE POLICY.
1.1 This policy explains when and why personal information about our members is collected, how we use it and 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 Should inaccurate date be inadvertently recorded; such inaccuracies will be amended by the Club and any other relevant parties notified immediately.
Members will have the opportunity to update and amend data themselves online from the member portal within Clubmate.
1.4 We reserve the right to amend this Data Privacy Policy (if necessary) on occasion and without prior notice.
You are advised to check the club website (TBA / WIP), Facebook page (https://www.facebook.com/washingtonandharraton/) or our Club noticeboards regularly for any amendments, although amendments will not be made retrospectively).
1.5 Every effort will be made to comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at ico.org.uk. For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
2: WHO WE ARE.
2.1 We are Washington and Harraton Angling Club (WHAC), referred to herein as the Club and / or WHAC.
(Under GDPR, WHAC are the “Controller” of member data).
3: WHAT DATA WE MAY COLLECT, AND WHY.
3.1 DATA.
3.11 To enable WHAC to manage an individual’s membership of the Club in accordance with the various categories of membership available, we collect data that may include any or all of the following; members name, address, date of birth, telephone number(s) and email address. Additionally, we may request proof of qualification for any concessionary membership.
3.12 Data held for Junior members up to the age 16 years old will be held following receipt of a fully completed application form signed by a parent or guardian agreeing to the information being held. Direct communication with those junior members will be via the parent or guardian.
3.13 An individual has the right to access their personal data.
Members who choose not to access their own data through the member portal of Clubmate can request to access their data either verbally or in writing, and must be responded to within one month of the request.
All such requests will be directed to the Membership Secretary who will respond within the timescale.
A record will be kept for management purposes of each request received.
3.14 You have the right to have your personal data erased in certain circumstances.
It should be noted that if you elect to have your personal data erased, this will immediately terminate your membership at no cost to WHAC.
3.2 MEDIA.
3.21 Photos you upload to Clubmate via the members portal for the purpose of inclusion within your membership ID card is processed by
Digital id a professional partner of Clubmate Ltd.
3.22 Photos included within any paper application or renewal will be destroyed after being scanned and uploaded to the Clubmate system on a member’s behalf by the Membership Secretary and any digital copy as a result of the scanning deleted.
3.23 Digital media files may be used to promote the Club profile.
Where applicable, we will seek the Members consent before using any such images on any club publication, club website or social media pages.
Parental consent for Members under 16 years of age will be obtained prior to any photos or videos being recorded where children may appear.
Consent relating to photos or videos may be withdrawn at any time by contacting the Club by email or letter.
4 BANKING INFORMATION.
WHAC do not store any sensitive bank information of Members or other person making payment to the Club.
Any such data are stored and processed by Stripe - a third party
payment provider, fully regulated by the Financial Conduct Authority (FCA)
5 HOW WE PROTECT YOUR DATA.
5.1 To protect members’ data it is stored within a third-party management platform called Clubmate.
Clubmate Ltd have in place physical, electronic and managerial procedures to safe guard and secure data at all times.
All club & member information is stored & maintained with multi-layered security provided by Microsoft Azure across physical data centres, infrastructure and operations.
When data is transferred between the Clubmate server and the user’s computer(admin/member), it uses the same SSL technology as banks and financial institutions to ensure it remains protected.
No sensitive financial data (bank details, debit or credit card information etc) is ever seen, stored or transmitted by WHAC or Clubmate.
This data is always held securely by their highly regulated payment partner Stripe.
5.2 In the unlikely event of any breach of your personal data which might expose you to serious risk, we will notify you promptly.
5.3 Where a Member suspects a data protection breach has occurred, the Member must immediately bring this to the attention of the Club Secretary.
5.4 You have the right to take any complaints about how we control your personal data to the Information Commissioner.
For more information visit www.ico.org.uk
6 WHO ELSE HAS ACCESS TO DATA YOU PROVIDE.
WHAC will never sell or rent 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 we are required to do so by law or as set out above.
7 HOW LONG WE KEEP YOUR DATA.
7.1 Your personal data will be held electronically within the Clubmate system for as long as you are a member of the Club and for as long afterwards as it is in the Clubs’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations.
We will review your personal data every year to establish whether it can continue to be processed.
If we decide that we cannot continue to allow it to be processed, we will stop any processing of your personal data
7.2 Data held for members who do not renew their membership will be deleted from the database 12 months following their lapsed membership with any written material also appropriately and securely destroyed.
8 COOKIES.
8.1 WHAC WEBSITE.
Any WHAC website may make use of cookies to collect information about our visitors through Google Analytics.
A cookie is a small amount of data that is sent to you and stores on your computer’s hard drive.
Google Analytics is a simple, easy-to-use tool that helps website owners measure how users interact with website content.
The data collected may be used to customise the content on our website to make for the best experience for users when visiting our website.
8.2 SOCIAL MEDIA.
Any use of any social media website (including, but not limited to, Facebook and Twitter) associated with WHAC may subject you to policies in use by those sites, but outside the control of WHAC.
8.3 THIRD PARTY WEBSITES.
There may be links from websites (or Social Media pages) under the control of WHAC, that link to third party sites managed by other parties (e.g. Angling Trust, Environmental Agency, etc) that use cookies that we have no control over and we suggest that you learn more about their use of cookies by clicking on their cookie policy when using a link and visiting those sites.
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