UK Class Association

Privacy Policy

DATA PRIVACY POLICY

 

1. About this Policy
   • This policy explains when and why we collect personal information about our members, their parents or guardians 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 Processing Policy and as described when we collect data from you.
   • We reserve the right to amend this Data Processing Policy from time to time without prior notice. You are advised to check our website  https://www.rsfeva.org.uk 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 (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?
   • We are the UK RS FEVA CLASS ASSOCIATION. We can be contacted at [email protected] or on 07834 636095.
3. What information we collect and why.

 

 

Type of information

 

• Member's name
• home sailing club if applicable
• address
• telephone numbers
• e-mail address(es)
• School, parents or guardians

 

Purposes

 

• Managing the Member’s membership of the Class.
• Managing the duty roster.

 

Legal basis of processing

 

• Performing the Class contract with the Member.
• For the purposes of our legitimate interests in operating the Class.

 

Type of information

 

• The names and ages of the Member and their parents or guardians

 

Purposes

 

• Managing the Member’s membership of the Class

 

Legal basis of processing

 

• Performing the Club’s contract with the Member.

 

Type of information

 

• Emergency contact details

 

Purposes

 

• Contacting next of kin in the event of emergency

 

Legal basis of processing

 

• Protecting the Member’s vital interests

 

Type of information

 

• Date of birth / age related information

 

Purposes

 

• Managing membership categories which are age related

 

Legal basis of processing

 

• Performing the Classes contract with the Member.

 

Type of information

 

Gender

 

Purposes

                                                  

• Provision of adequate facilities for members.
• Reporting information to the RYA.

 

Legal basis of processing

 

• 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.
• For the purposes of the legitimate interests of the Class to maintain diversity data required by Sports Councils.

 

Type of information

 

• The Member’s name, home sailing club if applicable, boat name and sail number

 

Purposes

 

• Managing race entries and race results.
• Sharing race results with other clubs, class associations, and the RYA, and providing race results to local and national media.

 

Legal basis of processing

 

• For the purposes of our legitimate interests in holding races for the benefit of members of the Class Association.
• For the purposes of our legitimate interests in promoting the Class Association.

 

 

Type of information

 

• Photos and videos of members and their boats

 

 

Purposes

 

• Putting on the Class website and social media pages and using in press releases.

 

Legal basis of processing

 

• We will seek the Member’s and/or parents or guardians consent on their membership application form and each membership renewal form and the Member or their parent or guardian may withdraw their consent at any time by contacting us by e-mail or letter.

 

Type of information

 

• Radio call signs

 

Purposes

 

• Collected for event safety and shared between those participating in the event , coaches, safety and race management team

 

Legal basis of processing

 

• For the purposes of our legitimate interests in ensuring that boats on a rally can maintain contact with each other

 

Type of information

 

• The Member’s and parent or guardian name and e-mail address(es)

 

Purposes

 

• Creating and managing the Class’ online Membership Directory.

 

Legal basis of processing

 

• We will seek the Member’s and parent or guardian consent on their membership application form and each membership renewal form. The Member and/or parent or guardian 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.

 

Type of information

 

• Bank account details of the member or other person making payment to the Class Association

 

Purposes

 

• Managing the Member’s membership of the Class Association, the provision of services and events.

 

Legal basis of processing

 

• Performing the Class’ contract with the Member and their parent or guardian.

 

Type of information

 

• Member’s and their parents or guardians name and e-mail address(es)

 

Purposes

 

• Passing to the RYA for the RYA to conduct surveys of members of the Class (and members of other clubs affiliated to the RYA).  The surveys are for the benefit of the Class (and other clubs) and / or the benefit of the RYA.

 

Legal basis of processing

• For the purposes of our legitimate interests in operating the Class and / or the legitimate interests of the RYA in  its capacity as the national body for all forms of boating

 

Type of information

 

• Instructor’s name, address, email addresses, phone numbers and relevant qualifications and/or experience.

 

Purposes

 

• Managing instruction.

 

Legal basis of processing

 

• For the purposes of our legitimate interests in ensuring that we can contact those offering instruction and provide details of instructors to members.

 

 

1. Who else has access to the information you provide us?
   • 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 above or paragraph 5.2 below.
   • 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). 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.

 

2. How long do we keep your information?
   • We will hold your personal data on our systems for as long as you are a member of the Class 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 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.
   • We securely destroy all financial information once we have used it and no longer need it.

 

3. Your rights
   • You have rights under the GDPR:
     • 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.

 

 

• You have the right to take any complaints about how we process your personal data to the Information Commissioner:

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

 

0303 123 1113.

 

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire SK9 5AF

 

For more details, please address any questions, comments and requests regarding our data processing practices to our Class Secretary at [email protected] or the Class Welfare Officer at [email protected].

 

 

 

Updated 28/02/2018 by IP