1. About this Policy
1.1 This policy explains when and why we collect personal information about our members, how we use it and how we keep it secure and your rights in relation to it.
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 Canoe Avon. We can be contacted via our online contact form at canoeavon.co.uk.
3. What information we collect and why
|Type of Information
|Legal Basis of Processing
|Members’ name, address, telephone numbers, email addresses, qualifications, British Canoeing membership number
|Managing the membership for the member
|Performance of the club’s contract with the member; Our legitimate interests in operating the club
|Name and age of member dependents
|Managing member and dependents’ membership
|Performance of the club’s contract with the member
|Emergency Contact Details
|Contacting next of kin in event of emergency
|Our legitimate interests in meeting our duty of care to members
|Age and gender of member
|To provide anonymised demographic information to British Canoeing
|For affiliation to British Canoeing and provision of liability insurance, under our legitimate interests in meeting our duty of care to members
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 are free to withhold) except where required to do so by law or as set out in the table in paragraph 3 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. use of Google Groups or equivalent). 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. We ensure such third party service providers are also GDPR compliant.
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 Canoe Avon and 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. 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. Where members have left, we will delete personal data from our records, but retain details of when membership was purchased and who for.
6.2. 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 the club secretary via our online contact form at canoeavon.co.uk.
7.3. If you have any concerns about how we process your personal data please contact the club secretary via our online contact form at canoeavon.co.uk.
7.4. You also have the right to take any complaint about how we process your personal data to the Information Commissioner:
Information Commissioner’s Office
0303 123 1113
For more details, please address any questions, comments and requests regarding our data processing practices to our Data Protection Officer: Canoe Avon Secretary, firstname.lastname@example.org .