WATTON ANGLING SOCIETY
PRIVACY NOTICE FOR OUR MEMBERS
We 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 applies to you if you have registered to become or are a member of our
club. This notice explains how we comply with the law on data
protection, what your rights are and for the purposes of data protection we
will be the controller of any of your personal information.
References to we, our or us in this
privacy notice are to the WATTON ANGLING
SOCIETY
We have not appointed a Data Protection Officer to oversee our
compliance with data protection laws as we not required to do so.
1.
WATTON ANGLING IS THE DATA CONTROLLER FOR THE PURPOSES OF GDPR
2.
PURPOSE OF PROCESSING THE DATA
We
process personal Data necessary to administer our Membership Records and
provide services and benefits to Members as a recreational angling club.
3.
Personal
Information we may collect from
you
We process personal data
necessary to administer our membership records and provide services and
benefits to members as a recreational angling club. Depending on the
type of membership you register for with us, you may initially provide us with
or we may obtain personal information about
you, such as information regarding your:
o
personal contact details that allows us to
contact you directly such as name, title, email addresses and telephone numbers;
o
date of birth;
o
gender;
o
membership start and end date;
o
any credit/debit card and other payment details
you provide so that we can receive payments from you and details of the
financial transactions with you;
o
use of and movements through our online portal, passwords,
personal identification numbers, IP addresses, user names and other IT system
identifying information
o
records of your attendance at any events hosted
by us
o
images in video and/or photographic form
o
your marketing preferences so that we know
whether and how we should contact you.
o
details of next of kin, family members, and
emergency contacts;
4.
WHERE WE
COLLECT YOUR INFORMATION
We typically collect personal information about our members
when you register for a Members online account with the Watton Angling Society
websites. You initially register an account with us at https://wattonas.co.uk/and https://app.clubmate.co.uk
and when you renew your yearly membership, purchase any day tickets services or
other products or services that we offer.
If you are providing us with details of referees, next of
kin, beneficiaries, family members and emergency contacts they have a right to
know and to be aware of how 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.
5.
Uses made
of the information
The table 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 |
Personal information used |
Lawful basis |
|
To administer any membership you have
with us and managing our relationship with you, including dealing with
payments and any support, service or product enquiries made by you |
All contact and membership details, transaction
and payment information, records of your interactions with us, and marketing
preferences. |
This
is necessary to enable us to properly manage and administer your membership
contract with us. |
|
To arrange and manage any
contracts for the provision of any services or products |
Contact details, transaction and
payment information. |
This
is necessary to enable us to properly administer and perform any contract for
the provision of any services and products you have purchased from us. |
|
To send you information which is
included within your membership benefits package, including details about
membership renewals, day ticket purchases, competitions and events. |
Contact and membership details. |
This
is necessary to enable us to properly manage and administer your membership
contract with us. |
|
To send you other marketing
information we think you might find useful or which you have requested from
us, including our newsletters, information about membership, and Club events. |
Contact details and marketing preferences. |
Where
you have given us your explicit consent to do so. |
|
To answer your queries or complaints |
Contact details and records of your
interactions with us |
We
have a legitimate interest to provide complaint handling services to you in
case there are any issues with your membership. |
|
Retention of records |
All the personal information we
collect. |
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 run our club and in some
cases we may have legal or regulatory obligations to retain records. |
|
The security of our IT systems |
Your usage of our IT systems and
online portals. |
We
have a legitimate interest to ensure that our IT systems are secure. |
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.
6.
TRANSFERRING
YOUR PERSONAL INFORMATION INTERNATIONALLY
The personal information we collect may be transferred to
and stored in countries outside of the UK and the European Union. Some of these
jurisdictions require different levels of protection in respect of personal
information and, in certain instances, the laws in those countries may be less
protective than the jurisdiction you are typically resident in. We will take
all reasonable steps to ensure that your personal information is only used in
accordance with this privacy notice and applicable data protection laws and is
respected and kept secure and where a third party processes your data on our
behalf we will put in place appropriate safeguards as required under data
protection laws. For further details
please contact us by using the details set out in the "Contacting us"
section below.
7.
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 12
months after your last contact with us, or the end of or termination of your
membership.
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 are able to update some of the personal information we hold about you at https://wattonas.co.uk/and https://app.clubmate.co.uk
Alternatively, you can contact us by using the details set out in the "Contacting us" section below.
8.
YOUR
RIGHTS IN RELATION TO PERSONAL INFORMATION
You have the following rights in relation to your personal
information:
o
the right to be informed about how your personal
information is being used;
o
the right to access the personal information we
hold about you;
o
the right to request the correction of
inaccurate personal information we hold about you;
o
the right to request the erasure of your
personal information in certain limited circumstances;
o
the right to restrict processing of your
personal information where certain requirements are met;
o
the right to object to the processing of your
personal information;
o
the right to request that we transfer elements
of your data either to you or another service provider; and
o
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 you can also complain to the UK Information Commissioner’s Office
or your local data protection regulator. We are here to help and encourage you
to contact us to resolve your complaint first.
9.
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.
10.
CONTACTING
US
In the event of any query or complaint in connection with
the information we hold about you, please contact the Club Secretary.
Version dated March
11th 2019