CARLISLE CANOE CLUB DATA PROTECTION POLICY

Carlisle Canoe Club are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice explains how we comply with the law on data protection and what your rights are. For the purposes of data protection, we will be the “controller” of any of your personal information. This notice applies to you if you have registered to become or are a member of our club.

References to we, our or us in this policy document are to Carlisle Canoe Club.  We have appointed a Data Protection Officer to oversee our compliance with data protection laws in our organisation.  In the event of any query or complaint in connection with the information we hold about you, please contact our Data Protection Officer by email or in writing as follows:

Email:  carlislecanoeclub@mail.com

Postal Address: Carlisle Canoe Club c/o The Sands Centre, Newmarket Road, Carlisle, Cumbria, CA1 1JQ 

HOW YOUR INFORMATION WILL BE USED

When you become a member, or renew your membership, with the Club you agree to the use of your personal data for administering your membership and for us contacting you with club notices relevant to your membership. We will only retain your data for as long as we need to administer your membership.

EVENT ENTRY

We may also enter events on you or your child's behalf. We will only use personal data relevant for administering the event entry with the event organiser.

PERSONAL INFORMATION WE MAY COLLECT FROM YOU

When you sign up for membership with us, you may provide us with or we may obtain personal information about you, such as information regarding your:

• personal contact details that allows us to contact you directly such as name, title, email addresses and telephone number(s);

• date of birth;

• gender;

• membership details including start and end date;

• emergency contact details – name(s) and telephone number(s)

• records of your attendance at any club events;

• images at events (e.g. club trips, AGM)

SPECIAL CATEGORIES OF PERSONAL INFORMATION

We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:

• information about your health, including any medical conditions, health and sickness records, medical records and health professional information;

We may not collect all of the above types of special category personal information about you. In relation to the special category personal data that we do process we do so on the basis that the processing is necessary for reasons of substantial public interest, on a lawful basis; it is necessary for the establishment, exercise or defence of legal claims; it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or based on your explicit consent.

In the formation below, we refer to these as the “special category reasons for processing of your personal data”.

WHERE WE COLLECT YOUR INFORMATION

We typically collect personal information about our members when you become a member of Carlisle Canoe Club; when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.

If you are providing us with details of emergency contacts, they have a right to know and to be aware of what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.

USES MADE OF THE INFORMATION

The information below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this. 

Purpose

To administer any membership account(s) you have with us and managing our relationship with you, including arranging for any insurance and licenses and dealing with payments and any enquiries made by you

Personal information used

All contact and membership details, records of your interactions with us, and communication preferences.

Lawful basis

This is necessary to enable us to properly manage and administer your membership contract with us.

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Purpose

To send you information which is included within your membership benefits package, including details about club sessions and events, events, meetings (and minutes) and training opportunities, any updates on paddle sport and your membership and insurance via British Canoeing

Personal information used

All contact and membership details

Lawful basis

This is necessary to enable us to properly manage and administer your membership contract with us.

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Purpose

To answer your queries or complaints

Personal information used

Contact details and records of your interactions with us

Lawful basis

We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.

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Purpose

Retention of records

Personal information used

All the personal information we collect

Lawful basis

We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and in some cases, we may have legal or regulatory obligations to retain records.

We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.

Purpose

The security of our IT systems

Personal information used

Your usage of our IT systems and online portals.

Lawful basis

We have a legitimate interest to ensure that our IT systems are secure.

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Purpose

To conduct data analytics studies to better understand event attendance and trends within the sport

Personal information used

Records of your attendance at any events hosted by us.

Lawful basis

We have a legitimate interest in doing so to ensure that our membership is targeted and relevant.

Purpose

For the purposes of promoting the sport and our events

Personal information used

Images in video and/or photographic form.

Lawful basis

Where you have given us your explicit consent to do so.

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Purpose

To comply with health and safety requirements

Personal information used

Records of attendance

Lawful basis

We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport.

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information, we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your position as a member. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.

DISCLOSURE OF YOUR PERSONAL INFORMATION

We share personal information with the following parties:

• Any party approved by you.

• The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.

• Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.

• British Canoeing.

Sharing with British Canoeing

We will share your personal data with British Canoeing if you are not already a British Canoeing member. This is to provide insurance for your club activities and to allow them to properly administer the sports on a local, regional and national level. If this is the case British Canoeing will provide you with access to an online portal to administer your details.

British Canoeing will contact you to invite you to sign into and update your Go Membership portal. The portal will allow you to set and amend your privacy settings, and also to sign up to the member newsletter if desired. You can also request your account is deleted at any time.

Further information on British Canoeing’s approach to privacy and data protection, including their own privacy notices, policies and contact details, can be located in their Privacy Centre:

https://www.britishcanoeing.org.uk/about/privacy-centre

If, after viewing the British Canoeing privacy centre, you have any further questions about the continuing privacy of your personal data when it is shared with British Canoeing, please contact:  membership@britishcanoeing.org.uk or GDPR@britishcanoeing.org.uk

We do not disclose personal information to anyone else except as set out above.

HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 10 years after your last contact with us.

Exceptions to this rule are:

• Information that may be relevant to personal injury claims, or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after you have been a member

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You can do this by emailing the Club Secretary at carlislecanoeclub@mail.com

YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION

You have the following rights in relation to your personal information:

• the right to be informed about how your personal information is being used;

• the right to access the personal information we hold about you;

• the right to request the correction of inaccurate personal information we hold about you;

• the right to request the erasure of your personal information in certain limited circumstances;

• the right to restrict processing of your personal information where certain requirements are met;

• the right to object to the processing of your personal information;

• the right to request that we transfer elements of your data either to you or another service provider; and

• the right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below.

If you are unhappy with the way we are using your personal information, we are here to help and encourage you to contact us to resolve your complaint first. However, you can also complain to the UK Information Commissioner’s Office or your local data protection regulator.

CHANGES TO THIS NOTICE

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

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Revision 1, Last updated November 2022