This policy explains when and why we (Clyde Amateur Rowing Club) collect personal information about our members and how we use it; keep it secure and club member’s rights in relation to it. We will collect, use and store personal data, as described in this Data Protection Policy when people engage in activities at the club. Normally this will be through membership of the club.
We reserve the right to amend this Data Protection Policy from time to time without prior notice. You are advised to check our Club notice board regularly for any. We will not share your personal data with any third parties.
We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data.
For the purposes of the GDPR, The Club Secretary will be the “controller” of all personal data we hold about club members and others. The Club Secretary is responsible for making sure the club complies with the General Data Protection Regulation (GDPR) which applies from 25 May 2018. We will review personal data every year to establish whether we are still entitled to process it or not.
You have rights under the GDPR:
For more details, please address any questions, comments and requests regarding our data processing practices to the Club Secretary at firstname.lastname@example.org.
Your personal data will only be used for the purposes of membership management (renewals etc.) and your email and telephone numbers may be used for communication about news, competition entries/results and other important notices etc. Your name/address and email address may be shared with our Governing Body (Scottish Rowing). Your personal data will not be passed to anyone else outside the club and your email will only be given to someone outside the club with your permission.
When enquiring about the club we may hold your details for a period of time to deal with the enquiry. Any emails and other communications with the club will only be retained for a period of time appropriate to the content or request. Club emails will be purged on a regular basis.
The Data Controller will process membership information electronically and hold all information on a private database online. Paper copes of data will be held at the club’s premises and secured in a locked box file. If it is necessary to transport data, it will be kept secure. Coaches and instructors will also process and hold information pertaining to people under their instruction and necessary information will be made available to coaches and instructors only as required. In the unlikely event of a breach of the security of data we will notify members promptly and we will never sell or pass on your personal data.
If you wish to know what personal data the club holds, please email the Club Secretary at email@example.com and he/she will respond within 14 days of the request (depending on availability).
Each individual member is responsible for keeping the Club Secretary informed of changes to their data (e.g. address/telephone number etc. and this is updated at least once a year at renewal, and you are at that time authorising the club to hold such data on file.
The data will be kept on file at the club’s premises and electronically in a private online database for the duration of the membership and for up to 10 years after the member has left the club. Names of race winners may be kept indefinitely for reason of historical significance – e.g. on trophies, plaques and other awards.