Data privacy policy
About this Policy
- This policy explains when and why we collect personal information about our members and instructors, how we use it and how we keep it secure and your rights in relation to it.
- 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.
- We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website (www.huntssc.org.uk) or our Club noticeboard regularly for any amendments (but amendments will not be made retrospectively).
- We will always comply with the General Data Protection Regulation (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?
- We are Hunts Sailing Club. We can be contacted at Harrison Way, St Ives, PE27 4YA or via email to our honorary secretary (secretary@huntssc.org.uk).
What information we collect and why
| Type of information | Purposes | Legal basis of processing |
|---|---|---|
| Member's name, address, telephone numbers, e-mail address(es). | Managing the Members membership of the Club. | Performing the Clubs contract with the Member. Managing the duty roster. |
| The names and ages of the Members dependants. | Managing the Members and their dependants membership of the Club. | Performing the Clubs contract with the Member. |
| Emergency contact details. | Contacting next of kin in the event of emergency. | Protecting the Members vital interests and those of their dependants. |
| Date of birth / age related information. | Managing membership categories which are age related. | Performing the Clubs contract with the Member. |
| Gender | Provision of adequate facilities for members. | For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender. |
| Reporting information to the RYA. | For the purposes of the legitimate interests of the RYA to maintain diversity data required by Sports Councils. | |
| The Members name, boat name, class and sail number. | Managing race entries and race results. | For the purposes of our legitimate interests in holding races for the benefit of members of the Club. |
| Sharing race results with other clubs, class associations, and the RYA, and providing race results to local and national media. | For the purposes of our legitimate interests in promoting the Club. | |
| Allocating spaces in the dinghy park. | For the purposes of our legitimate interests in operating the Club. | |
| Video taken by CCTV cameras | To ensure the safety & security of the site & protect the Clubs assets. The images will be shared with the police where necessary. | For the purposes of our legitimate interests in operating the Club and protecting the Clubs assets. |
| Photos and videos of Members and their boats. | Putting on the Clubs website and social media pages and using in press releases. | For the purposes of club promotion. Members may request any published photo to be removed from the club's promotional materials by contacting comms@huntssc.org.uk. |
| The Members name and e-mail address, as well as relevant qualifications eg sailing/powerboat. | Creating and managing the Club's online Membership Directory and online duty management system | Consent. We will seek the Members consent on their membership application form and each membership renewal form; the Member may withdraw their consent at any time by contacting us by e-mail or letter to tell us that they no longer wish their details to appear in the Membership Directory. |
| The Members name and e-mail address, whilst a current member and for up to five years after ceasing to be a member of the Club. | Passing to the RYA for the RYA to conduct surveys of Members and former members of the Club. See paragraph 5.3 below. | 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. |
| Managing joining fees in case of possible future re-joining. | Performing the Clubs contract with the Member. | |
| Medical details of any condition which may affect the Member whilst on a training course run by the Club. | Evaluating and mitigating risks | Protecting the Members safety |
| Instructors name, address, email addresses, phone numbers and relevant qualifications and/or experience. | Managing instruction at the Club. | For the purposes of our legitimate interests in ensuring that we can contact those offering instruction. |
| Name, e-mail address and telephone number of each Club Officer. | Information published on Clubs website, in Clubs Clubs website, in Clubs publications, in the Clubs marketing materials and made available to the RYA, 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 Clubs website. | For the purposes of our legitimate interests in operating and promoting the Club. |
| Name, e-mail address and telephone number of employees and representatives of suppliers to the Club. | Entering into and managing arrangements with suppliers. | Entering into and performing contracts with suppliers. |
| Name, e-mail address and telephone number of employees and representatives of tenants to the Club. | Entering into and managing arrangements with tenants. | Entering into and performing leases with tenants. |
How we protect your personal data
- We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
- For any payments which we take from you online we will use a recognised online secure payment system.
- Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
- 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.
- We will not transfer your personal data outside the EU without your consent.
Who else has access to the information you provide us?
- We may also pass your 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.
- 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.
- 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 section 3 above or in paragraphs 5.2 and 5.3 below.
How long do we keep your information?
We securely destroy all financial information once we have used it and no longer need it.
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 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 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 except that we will retain your personal data 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.
You have rights under the GDPR
- to have your personal data transferred to yourself or to another business in certain circumstances.
- to object to or restrict how your personal data is processed
- to have your personal data erased in certain circumstances
- to have your personal data corrected to be provided with information about how your personal data is processed
- to access your personal data
You have the right to take any complaints about how we process your personal data to the Information Commissioner:
Information Commissioner's Office: Wycliffe House, Water Lane, Wilmslow. Cheshire SK9 5AF
https://ico.org.uk/concerns 0303 123 1113.
For more details, please address any questions, comments and requests regarding our data processing practices to our Data Protection Manager (datamanager@huntssc.org.uk)
Version 4: 26 July 2018
Last updated 20:43 on 3 February 2025