Privacy Statement

Data Privacy Policy

1. About this Policy

1.1 This policy explains when and why we collect personal information, 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 We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website (https://www.bidefordcanoeclub.co.uk) regularly for any amendments (such amendments will not apply retrospectively).

1.4 We will always comply with applicable UK Data Protection legislation including 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.

2. Who are we?

2.1 We are Bideford Canoe Club (‘the Club’). We can be contacted via info@bidefordcanoeclub.co.uk.

3. What information we collect and why

3.1 The Club collects a range of personal data as part of its legitimate activities  associated with the effective operation of the Club.

General Enquiries

3.2 The Club collects personal data when it receives enquiries about the Club and its activities. This personal data may be collected through the submission of the online enquiry form, through the submission of an email, by telephone or postal correspondence.

 Membership Information

3.3 The Club collects personal data in order to process and manage membership of an individual in the Club (‘Member’). This personal data is collected through the completion and submission of membership application forms.

Registers of Equipment Hire and Activity Participation

3.4 The Club collects personal data in order to manage the administration of Club equipment and club activities. This data is collected through the completion of paper registers, responses to emails or through telephone calls to Club officials.

Type of Information	Purposes	Legal Basis of Processing
General Enquiries
Enquirers name, address, telephone numbers, email addresses	To respond to enquiries made about the Club and its activities.	Our legitimate interests in operating the club.
Membership
Member name, address, telephone numbers, email addresses.	Managing the membership for the Member, contacting the member with information relevant to their membership and Club activities and in conjunction with the Club website and forum.	Performance of the club’s contract with the Member. Our legitimate interests in operating the Club.
Name, age, date of birth of Members’ dependents and their relationship to Members.	Managing Member and dependents’ membership.	Performance of the club’s contract with the Member and their dependents. Our legitimate interests in operating the club.
Bank account details of the member or other person making payment to the Club.	Managing the Member’s and their dependants’ membership of the Club, the provision of services and events.	Performing the Club’s contract with the Member. Our legitimate interests in operating the club.
Date of birth / age related information.	Managing membership categories which are age related.	Performing the Club’s contract with the Member. Our legitimate interests in operating the club.
Emergency Contact Details of Members and Members’ dependents.	Contacting next of kin in event of emergency during any club activities.	Our legitimate interests in meeting our duty of care to members. Protecting the Member’s vital interests and those of their dependants.
Photos and videos of Members and their boats .	Putting on the Club’s website and social media pages and using in press releases.	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 us by e-mail or letter.
Instructor/ trip leader name, address, email addresses, phone numbers and relevant qualifications and/or experience.	Managing instruction and trip leadership 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.
Name, e-mail address and telephone number of each Club Officer.	Information published on Club’s website, in Club’s newsletter and other publications, in the Club’s marketing materials and made available to British Canoeing, in each case as a point of contact at the Club.	For the purposes of our legitimate interests in operating and promoting the Club.
Name, e-mail address and telephone number of each Club committee member.	Information published on Club’s website.	For the purposes of our legitimate interests in operating and promoting the Club.
Employees and representatives of suppliers to the Club.	Entering into and managing arrangements with suppliers.	Entering into and performing contracts with suppliers.
Registers of Equipment Hire and Activity Participation
Name of Members	Managing the use of Club resources and administering Club activities	Our legitimate interests in operating the club.

4. How we protect your personal data

4.1 We will not transfer your personal data outside the European Economic Area 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, then given the internet is not a secure medium, we cannot definitely guarantee the security of this information.

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 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 may withhold) except where required to do so by law, set out in the table in paragraph 3 above or in paragraphs 5.2 to 5.5 below.

5.2 The Club may pass personal data regarding Club Members to Canoe England or British Canoeing where required to do so by those bodies in relation to the Clubs affiliation to these organisations.

5.3 We may share your personal data with Canoe England or British Canoeing if you are not already a British Canoeing member. This is to provide insurance for your Club activities and to allow them to properly administer the sports on a local, regional and national level. If this is the case British Canoeing will provide you with access to an online portal to administer the details.

5.4 British Canoeing will contact Members to invite them to sign into and update your Go Membership portal. The portal will allow you to set and amend your privacy settings, and also to sign up to the member newsletter if desired. Members can also request your account is deleted at any time. Further information on British Canoeing’s approach to privacy and data protection, including their own privacy notices, policies and contact details, can be located in their Privacy Centre (https://www.britishcanoeing.org.uk/about/privacy-centre). If, after viewing the British Canoeing privacy centre, members have any further questions about the continuing privacy of their personal data when it is shared with British Canoeing, please contact membership@britishcanoeing.org.uk or GDPR@britishcanoeing.org.uk.

5.5 We may pass personal data of Club Members 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). However, we will only disclose 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 personal data arising from general enquiries for as long as necessary to satisfactorily respond to the enquiry. We may hold the correspondence for up to 12 months following completion of the enquiry to ensure continuity of response should any follow up enquiries are forthcoming.

6.2 We will hold personal data for Members on our systems for the duration that they are a member of the Club and for as long afterwards as is necessary to comply with our legitimate interests and 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 with the exception of retaining your personal data in an archived form in order to be able to comply with future legal obligations, including but not limited to compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.

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

7. Your rights

7.1 You have rights under UK and EU data protection law, including:

• to access your personal data
• to be provided with information about how your personal data is processed
• to have your personal data corrected
• to have your personal data erased in certain circumstances
• to object to or restrict how your personal data is processed
• to have your personal data transferred to yourself or to another business in certain circumstances.

7.2 If you wish for us to erase your data as outlined in paragraph (3) above then please contact us via info@bidefordcanoeclub.co.uk.

7.3 If you have any concerns about how we process your personal data please contact us via info@bidefordcanoeclub.co.uk.

7.4 You also have the right to take any complaint about how we process your personal data to the Information Commissioner:

Website: https://ico.org.uk/concerns/

Telephone: 0303 123 1113

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

7.6 For more details, please address any questions, comments and requests regarding our data processing practices to our Club Secretary via info@bidefordcanoeclub.co.uk.

8. Privacy Policy Changes

8.1 Although most changes are likely to be minor, the Club may change its Privacy Policy from time to time, and in the Club’s sole discretion. The Club encourages visitors and Members to frequently check this page for any changes to its Privacy Policy. Your continued Membership or use of the Club’s Website after any change in this Privacy Policy will constitute your acceptance of such change.

9. Bideford Canoe Club Website (the ‘Website’)

 Website Visitors

 9.1 Like most website operators, Bideford Canoe Club collects non-personally-identifying information of the sort that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request. The Club’s purpose in collecting non-personally identifying information is to better understand how Club’s visitors use its website. From time to time, the Club may release non-personally-identifying information in the aggregate, e.g., by publishing a report on trends in the usage of its website.

9.2 The Club also collects potentially personally-identifying information like Internet Protocol (IP) addresses. The Club does not use such information to identify its visitors, however, and does not disclose such information, other than under the same circumstances that it uses and discloses personally-identifying information, as described below.

Gathering of Personally-Identifying Information

 9.3 Certain visitors to the Club’s website choose to interact with it in ways that require the Club to gather personally-identifying information. The amount and type of information that the Club gathers depends on the nature of the interaction.

9.4 Members of the Club may be provided with an account on the Website. A ‘Registered User’, of the website will have a username and password along with other personal other personal information associated with their profile. We collect information from Registered Users interaction with the Website, including content, communications and other information provided when interacting with it and through it.

9.5 Visitors who submit enquiries via the online form will provide personal data such as a name, telephone number and email address along with any other personal data provided directly as part of their enquiry.

9.6 In each case the Club collects such information only insofar as is necessary or appropriate to fulfil the purpose of the visitors or Registered Users interaction with the Club Website. The Club does not disclose personally identifying information other than as described below. Visitors can always refuse to supply specific personally identifying information, with the caveat that it may prevent them from engaging in certain Website related activities.

Aggregated Statistics

9.7 The Club may collect statistics about the behaviour of visitors to its Website. For instance, the Club may reveal how many downloads a particular document received. However, the Club does not disclose personally-identifying information other than as described below.

Cookies

9.8 A cookie is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the Website each time the visitor returns. The Club’s Website uses cookies to help the Club identify and track visitors, their usage of the Club’s Website, and their Website access preferences. Visitors to the Club’s Website who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using the Club’s Website, with the drawback that certain features of the Club’s Website may not function properly without the aid of cookies.

WordPress

9.9 The Club’s Website utilises WordPress as its Content Management System. WordPress provides a range of services and functions that help with the administration of the Website and the operation of the Club, which may include the collection and processing of personal data.  You can find out more about the services that are provided via WordPress and how personal data is handled through their Privacy Notice (https://automattic.com/privacy-notice/).

Club Forum

9.10 The Club operates an online Forum to facilitate communication from the Club to Members and between Members. We collect the content, communications and other information that Registered Users provide when using the Forum. This can include information in or about the content that they provide (e.g. metadata) along with the content itself. We may also collect information about the content that you view or engage with, the people or accounts that you interact with, along with the time frequency and duration of your activity. Personal information provided in content, along with personal data from the Registered Users profile, such as their name or username may be disclosed through the Website when interacting with, and making use of the Forum.

Last Updated: 29th April 2023