Data Privacy Policy

Type of information

Purposes

Legal basis of processing

Member's name, address, telephone numbers, e-mail address(es).

Managing the Member's membership of the Club. Managing the duty roster.

Performing the Club's contract with the Member.
For the purposes of our legitimate interests in operating the Club.

The names and ages of the Member's dependants

Managing the Member's and their dependants' membership of the Club

Performing the Club's contract with the Member.

Emergency contact details

Contacting next of kin in the event of emergency

Protecting the Member's vital interests and those of their dependants

Date of birth / age related information

Managing membership categories which are age related

Performing the Club's contract with the Member.

Gender

Provision of adequate facilities for members.

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.

Reporting information to the RYA.

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

The Member's name, boat name and sail number

Managing race entries and race results.

For the purposes of our legitimate interests in holding races for the benefit of members of the Club.

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

For the purposes of our legitimate interests in promoting the Club.

Allocating moorings and compound spaces.

For the purposes of our legitimate interests in operating the Club

Photos and videos of members and their boats

Putting on the Club's website, handbook, and social media pages and using in press releases.

Consent. We will seek the Member's consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting us by e-mail or letter.

Radio call signs

Collected for a rally and shared between those participating in the rally.

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

The Member's name and e-mail address

Creating and managing the Club's online and printed Membership Directory.

Consent. We will seek the Member's consent on their membership application form and each membership renewal form. The Member 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.

Bank account details of the member or other person making payment to the Club

Managing the Member's and their dependants' membership of the Club, the provision of services and events.

Performing the Club's contract with the Member.
Note: The Club does not currently hold bank account details but may in the future.

Member's name and email address

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

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

Health or other information relevant to a member's welfare during their participation in a Club event

To enable the Club to fulfil its duty of care to all the participants in Club courses and events and meet the guidance on best practice from the RYA

Justified by the purpose of enabling the Club to fulfil its legal obligations when providing events for its members and (because this information is classed as "special category data") by having recorded the explicit consent of the person concerned (or their parent if under 18) within the Club's Registration & Consent Form.

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

Managing instruction at the club.

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

Completed Self-declaration Forms required under the Club's Child Protection Policy

Complying with good practice as recommended by RYA for the safeguarding of young people

The Club will only collect and store this information for volunteers and those employed by the Club whose role involves a significant degree of contact with young people. The Forms are labelled "Private and Confidential" and kept securely separate from other material.