DATA PRIVACY POLICY

1.1. This policy explains when and why we collect personal information about our members,  volunteers, visitors and competitors at events, how we use it and how we keep it secure  and their rights in relation to it. 

1.2. We may collect, use and store 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 http://www.rwyc.org.uk regularly for any  amendments (but amendments will not be made retrospectively). 

1.4. We will always comply with the General Data Protection Regulation (GDPR) when dealing  with 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. 

2.1 We are the Royal Western Yacht Club. We can be contacted at; 

Address - C/O Pollock & Cochrane Ltd, Rowan Street, Paisley, PA2 6RT  

Email - Thorscrag@aol.com 

Tel - +44(0)141 889 2009 

Type of Information 

Member's name, address,  telephone numbers, e-mail  address(es)

Purposes 

Managing the Member’s  membership of the Club.

Legal basis of processing

Performing the Club’s contract  with the Member. For the purposes of our  legitimate interests in  operating the Club. 

Type of Information 

Emergency contact details

Purposes 

Contacting next of kin in the  event of emergency

Legal basis of processing

Contacting next of kin in the  event of emergency  Protecting the Member’s  vital interests and those of  their dependants 

Type of Information 

Date of birth / age related  information

Purposes 

Managing membership  categories which are age  related

Legal basis of processing

Performing the Club’s contract  with the Member

Type of Information 

Gender 

Purposes 

Reporting information to the RYA

Legal basis of processing

For the purposes of the  legitimate interests of the RYA  to maintain diversity data  required by Sports Councils.

Type of Information 

The names, boat names, sail  numbers, addresses,  telephone numbers and email addresses of members, volunteers, competitors and  guests at events. 

Purposes 

Managing race entries and  race results. Sharing race  results with other clubs, class associations, and the RYA, and  providing race results to local  and national media. Publication of member’s handbook

Legal basis of processing

For the purposes of our  legitimate interests in holding  races and other events for the  benefit of members of the  Club and others. We will seek  consent for inclusion in the  publication. 

Type of Information 

Mobile phone numbers 

Purposes 

Collected for events and shared between those organising and participating in  events

Legal basis of processing

For the purposes of our  legitimate interests in ensuring  that boats and helpers in  events can maintain contact  with each other. 

Type of Information 

Photos and videos of Members, visitors, competitors and their boats.

Purposes 

Putting on the Club’s website  and social media pages and  using in press releases and other publications.

Legal basis of processing

Consent, either specific or on membership application form  or race entry or event  documentation. Members and  competitors may withdraw  their consent at any time by contacting us by e-mail or  letter. For the purposes of our  legitimate interests in  operating and promoting the Club

Type of Information 

Member’s and competitors  name and e-mail address 

Purposes 

 Creating and managing the Club's Membership Directory. Keeping members and competitors informed as to Club activities and events

Legal basis of processing

Consent, either specific or on membership application form  or race entry or event  documentation. Members and  competitors may withdraw  their consent at any time by contacting us by e-mail or  letter. For the purposes of our  legitimate interests in  operating and promoting the Club

Type of Information 

The Member’s name and email address, whilst a current member and for up to a year  after ceasing to be a member  of the Club

Purposes 

Passing to the RYA for the RYA  to conduct surveys of members and former  members of the Club. See  paragraph 5.3 below.

Legal basis of processing

 For the purposes of our  legitimate interests in  operating the Club and/or the  legitimate interests of the RYA in its capacity as the  national body for all forms of  boating

Type of Information 

Name, e-mail address and  telephone number of each  Club Officer 

Purposes 

Information published on Club’s website, in Club’s newsletter and other publications, in the Club’s  marketing materials and made available to the RYA, in each  case as a point of contact at  the Club

Legal basis of processing

For the purposes of our  legitimate interests in  operating and promoting the  Club

Type of Information 

Name of each Club committee  member

Purposes 

 Information published on Club’s website 

Legal basis of processing

For the purposes of our  legitimate interests in  operating and promoting the  Club 

4.1. We will not transfer personal data outside the EU without your consent. 

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. For any payments which we take from you online we will use a recognised online secure  payment system. 

4.5. We will notify you promptly in the event of any breach of personal data which might expose  you to serious risk. 

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 we are  required to do so by law or as set out in the table above or in paragraphs 5.2 and 5.3 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 newsletters and send you mailings). We do this for the purpose of  our legitimate interests in operating the Club and for performing our contract with you.  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. It is possible that third parties may  themselves engage others (sub-processors) to process your data. Where this is the case  third parties will be required to have contractual arrangements with their sub-processor(s)  that ensure your information is kept secure and not used for their own purposes. 5.3. We may also pass member personal data to the RYA for the purposes of carrying out  surveys when it is in the legitimate interest of the club and the RYA to do so. The RYA may  use third parties to carry out the surveys but disclose only the personal data that is  necessary for the third party to do so and will have a contract in place that require the third  party 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 member personal data on our systems 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 member and any  non-member 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 that data except  that we will retain it in an archived form in order to be able to comply with future legal  obligations e.g. compliance with tax requirements and exemptions, and the establishment,  exercise or defence of legal claims. 

6.2. We securely destroy all financial information once we have used it and no longer need it. 

7. Your rights You have rights under the GDPR: 

7.1. to access your personal data 

7.2. to be provided with information about how your personal data is processed 

7.3. to have your personal data corrected  

7.4. to have your personal data erased in certain circumstances 

7.5. to object to or restrict how your personal data is processed to 

7.6. have your personal data transferred to yourself or to another business in certain  circumstances. 

7.7. You have the right to take any complaints about how we process your personal data to the  Information Commissioner: 

https://ico.org.uk/make-a-complaint/ 

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 Secretary – James Cochrane.