What personal data we hold on you
You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club. The information you give us may include your name, date of birth, address, e-mail address, phone number and gender. We will also ask for relevant health and disability data, which is classed as special category personal data.
Why we need your personal data
The reason we need your data is to be able to administer your membership, and provide the membership services you are signing up to when you register with the Club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are registering for.
Reasons we need to process your data may include:
• sharing personal data with club coaches or officials to administer training sessions;
For funding and reporting purposes
• sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority;
• analysing anonymised data to monitor club trends; and
• sharing anonymised data with British Canoeing for affiliation, insurance and other purposes.
For membership and club management
• processing of membership forms and payments;
• sharing data with committee members to provide information about Club activities, membership renewals or invitation to social events;
• Club newsletter promoting club activity; and
• publishing of race and competition results
Marketing and communications (where separate consent is provided)
• sending information about selling Club kit, merchandise or fundraising. Note that no data is shared with external organisations for any marketing purpose.
Any special category health data we hold on you is only processed for the purposes of fitness/ health checks or passing health data to coaches to allow the safe running of training sessions. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.
On occasion we may collect personal data from non-members (e.g. any non-member participant who fills in a health disclaimer or form at a taster event). This information will be stored for 6 weeks after an event and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.
The Club has the following social media pages: Facebook and Twitter. All members are free to join these pages. If you join one of the social media pages, please note that the provider of the social media platforms have their own privacy policies and that the Club does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.
Who we share your personal data with
The Club does not supply any personal data it holds for this purpose to any other third party. The Club does not store or transfer your personal data outside of the UK.
How long we hold your personal data
We will hold your personal data on file for as long as you are a member with us. Personal data is updated every year by yourself on renewal, on Membermojo. It can also be updated at any time by yourself. Any personal data we hold on you will be automatically destroyed six months after non-renewal of your membership.
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.