Amended 2nd December 2020 to include use of data by NHS Track and Trace. For more details please see:
- 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.
- Who are we?
2.1 We are Kingfisher Canoe Club. We can be contacted at 9, Haywards Close, Wantage, OXON OX12 7AT, or KCC.firstname.lastname@example.org].
- What information we collect and why
|Type of Information||Purposes||Legal Basis of Processing|
|Members’ name, address, telephone numbers, email addresses
Year Started Canoeing
Year Joined Club
|Managing the administration of the club. |
For NHS Track and Trace
Data may be shared with Coaches and Leaders of
Trips and Competition/
|Performance of the club’s contract with the member.|
|British Canoeing Membership Details.
Go Canoeing Opt in
|Managing Affiliation to British Canoeing||Performance of the club’s contract with British Canoeing|
|Emergency Contact Details||Contacting next of kin in event of emergency Shared with Coaches||Our legitimate interests in meeting our duty of care to members|
|Gift Aid on Donations to the Site Fund Date of Birth||Financial Planning||Consent of Member|
|Canoeing Awards Held including Coaching||Managing Affiliation to British Canoeing
Managing the membership for the member. Duty of Care.
|Consent of Member|
|Relevant Medical Conditions
Specific Role performed and interest in taking on a role in Future
|Safety of Member and Duty of Care
Continuity Planning for the Club and identification of Trustees and Committee members
|Performance of the club’s contract with the member.|
|GP’s Name and Surgery
|Contact in emergency||Duty of Care to Member|
- 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.
- 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. email mailing lists). 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.
- 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 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. We will normally only retain membership data for 2 years. Details held from Course Registration will be deleted once the final administration from the course has been completed.
6.2 We securely destroy all financial information once we have used it and no longer need it.
- Your rights
7.1 You have rights under UK and EU data protection law, including:
(a) to access your personal data
(b) to be provided with information about how your personal data is processed
(c) to have your personal data corrected
(d) to have your personal data erased in certain circumstances
(e) to object to or restrict how your personal data is processed
(f) 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 Adult or Pathfinders Membership.
7.3 If you have any concerns about how we process your personal data please contact us at email@example.com
7.4 You also have the right to take any complaint about how we process your personal data to the Information Commissioner:
0303 123 1113.
Information Commissioner’s Office
Cheshire SK9 5AF