Our Data Privacy Policy.
This privacy policy explains when -and why- we collect personal information about our existing/prospective/lapsed members, how we use said information, and how we keep it secure. This policy also explains your rights in relation to the information we hold.
(a.) We may collect, use and store your personal data, as described in this Data Privacy Policy. A copy of this policy will be available (and we will follow it as described) as/when we collect data from you.
(b.) In the event that inaccurate data is recorded, such inaccuracies will be amended by the club and any relevant parties notified immediately. Members will have the opportunity to update and amend their own personal data online through the member portal within Clubmate, or by contacting the Membership Secretary directly (see “The Committee” section for contact details).
(c.) We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website (www.ashbyangling.co.uk) or our club noticeboards regularly for any amendments. Amendments will not be made retrospectively.
(d.) We will always try as best we can to comply with the General Data Protection Regulation (GDPR) when dealing with any of your personal data. Further details on the GDPR can be found at ico.org.uk. For the purposes of the GDPR, we (Ashby Angling Club) will be the “controller” of all personal data we hold about you.
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Who are we?
(e.) We are Ashby Angling Club, referred to herein as “AAC”.
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What information do we collect, and why?
(f.) At the initial point of membership application we (AAC) collect the following information from each of our members;
-Name,
-Address,
-Date of birth,
-Contact telephone number,
-Email address,
-Environment Agency Fishing (rod) license number.
PERSONAL INFORMATION WE MAY ALSO COLLECT FROM YOU;
– Gender,
– Membership start and end date,
– Records of your interactions with us such as telephone conversations, emails and other similar correspondence,
– 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,
– Use of and movements through our online portal, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information,
– Records of your attendance at any events hosted by us,
– CCTV footage,
– Images in video and/or photographic form and voice recordings,
– Your marketing preferences so that we know whether and how we should contact you,
– Details of next of kin, family members, coaches and emergency contacts(if applicable (IE; Junior memberships).
– Records and assessment/write-up of any match rankings, ratings, competition results, any details regarding events/matches that have been attended and also details of performance generated through team events and suchlike.
– Work party/maintenance day participation.
This information will be held/used to enable the club to effectively identify and manage each of it’s members, contact them if/when required, and to allow each AAC season ticket holder fishing rights at each AAC venue along with the other benefits/perks included within it’s membership. Some data will be used to promote the club (IE match results) and some data will be used solely for analytical purposes to help the committee run the club and make informed management decisions.
This data will be held in accordance with the various categories of membership available.
(g.) Individuals have the right to access their personal data. Members who choose not to access their own data through the member portal of Clubmate can request either verbally or in writing to access their data and must be responded to within 30 days of the request. All requests will be directed to the Membership Secretary who will respond within that 30 day timescale. A record will be kept for management purposes of each request received.
(h.) You have the right to have your personal data erased in certain circumstances (please note that if you elect to have your personal data erased this will immediately terminate your membership at no cost to the Club).
(i.) Photos/Video
Photos and videos are often used on the Club website or social media pages for the purpose of promoting the profile of the club. Please inform us if you want us to refrain from using any images/photos or video footage of you (EG work parties, matchdays or similar) on any club publication, club website or social media pages. Parental consent for Members under 16 years of age will be obtained prior to any photos or videos being recorded where children may appear. Consent relating to photos or videos may be withdrawn at any time by contacting the Club by email or letter.
(j.) Bank/financial information.
-We do not store any sensitive bank information of members or any other person making payment to the Club. They are all stored by and processed by a third party payment provider (“Stripe”) who are fully regulated by the Financial Conduct Authority (FCA).
– PCI Compliance. In compliance with the new PCI regulations, we are un-able to capture bank card details over the phone, face to face or via post.
(k.) How we protect your data
To protect members data it is stored within a third party management platform called Clubmate. Clubmate Ltd have in place physical, electronic and managerial procedures to safe guard and secure data at all times. All club & member information is stored & maintained with multi-layered security provided by Microsoft Azure across physical data centers, infrastructure and operations. When data is transferred between the Clubmate server and the user’s computer(admin/member), it uses the same SSL technology as banks and financial institutions to ensure it remains protected. No sensitive financial information(bank details, debit or credit card information etc) is ever seen, stored or transmitted by the Club or Clubmate. This data is always held securely by their highly regulated payment partner, “Stripe”.
-We will notify you promptly in the unlikely event of any breach of your personal data which might expose you to serious risk.
-Where a Member suspects a breach of data protection has arisen, the Member must immediately bring this to the attention of the Club Secretary.
(l.) Complaints.
You have the right to take any complaints about how we control your personal data to the Information Commissioner: For more information visit www.ico.org.uk
(m.) Who else has access to the information you provide?
We will never sell or rent 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 we are required to do so by law or as set out above.
(n.) How long do we keep your information?
-We will hold your personal data electronically within the Clubmate system for as long as you are a member of the Club and for as long afterwards as it is in the Clubs’ legitimate interest to do so (or for as long as is necessary to comply with our legal obligations if/when applicable). We will review your personal data every year to establish whether it can continue to be processed. If we decide that we cannot continue to allow it to be processed, we will stop any processing of your personal data
-Information held for members who don’t renew their membership will be deleted from the database 12 months following their lapsed membership with any written material also appropriately and securely destroyed.
-Clubmate Accounts inactive (i.e. No memberships added and paid for) for twelve months from the date they were opened will be closed and all personal data held within them deleted.
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7. Cookies
a. AAC Website
Our website makes use of cookies to collect information about our visitors through Google Analytics. A cookie is a small amount of data that is sent to your and stores on your computer’s hard drive. Google Analytics is a simple, easy-to-use tool that helps website owners measure how users interact with website content. The data collected may be used to customize the content on our website to make for the best experience for users when visiting our website.
b. Third Party Websites
We may have links on our website to third party sites managed by other parties (EG. YouTube & Angling Trust) that also use cookies that we have no control over. We suggest that you learn more about their use of cookies by clicking on their cookie policy when using a link and visiting those sites.
www.ashbyangling.co.uk
February 2020