Rotary Club of Kilmarnock Privacy Notice

The Rotary Club of Kilmarnock

Privacy Notice

The Rotary Club of Kilmarnock promise to respect the confidentiality of any personal data you share with the Club, or that can be accessed through the Data Management System (DMS), the RIBI Template System, Rotary International in Great Britain and Ireland (RIBI, including RFUK) or Rotary International (RI), to keep that data safe and to take every effort to protect individual privacy.

This Club prides itself on its honesty and openness and will always be clear, how, when and why information is collected and processed.

What personal information is collected and how is it used?

Only the minimum amount of information is captured that is needed in relation to your membership or ancillary functions.  The personal data that is collected includes:


Contact details (address, email and telephone number, including mobile number)

Date of birth

It may become appropriate to seek further information and this will be made clear at the time of asking for that specific information.

How this information will be used

The information will be used for the legitimate interest of conducting core club or district activities.  The following is indicative only and is not an exclusive list:

·         Administer membership, including processing Gift Aid where applicable

·         Provide you with services, guidance or information you would reasonably expect to receive as part of your membership

·         Provide services, guidance or information to members for their general activities, including Disclosure checks

·         Facilitate club and district meetings, club events, and other special event planning

·         Communicating organisational messages and information to members, and, with their consent, non-members and friends of the club

·         Facilitate club and district meetings, club and district training events, district conference, and other special event planning

·         Supporting club and district newsletters, district magazine and ‘The Rotarian’ and ‘Rotary’ magazines

·         Supporting The Rotary Foundation (TRF) and the Rotary Foundation United Kingdom (RFUK)

·         Providing information and updates to club members on RI and RIBI programmes and service projects

·         Preparation of Handbooks (member lists) for club, district, RIBI and RI as appropriate

·         Appointments to club and district offices, committees, task forces and other assignments within the Rotary organisation

·         Keep a record of your relationship with the club and within the Rotary organisation

Sensitive information

Any personal information on members classified as ‘sensitive’ under GDPR will not be collected. For example, information about an individual’s rac, ethnic origin, politics, religion, trade union membership, genetics, biometrics (where used for ID purposes), health, sex life, or sexual orientation.

Disclosure to other parties

We will never commercially sell your personal data to anyone else.

Information collected will be shared with the Data Management System (DMS) of RI.  Every member can access the DMS to ensure what information is being retained.

We will only ever share your personal data in other circumstances, not listed above, if we have your explicit and informed consent at the time of collection. However, we may need to disclose your details if required to by the police, other agencies, for example HMRC, regulatory bodies or our legal advisors.

Sharing within the Rotary organisation

The Rotary organisation is made up of Rotary International, The Rotary Foundation (TRF), Rotary International in Great Britain and Ireland, the Rotary Foundation United Kingdom (RFUK), the RIBI Donations Trust.

When you give information to us it may be shared within the wider organisation to facilitate your membership or donations and to provide the service afforded to you as part of that membership/donation. Access is limited to those people who have a legitimate reason to access it.

How information will be kept safe and who has access to it

Appropriate physical and technical controls will be put in place to protect your personal details and the club will work within good practice, for example, ensuring confidential paper records are securely stored, or securely disposed of as appropriate. The club and its members will ensure that PCs/devices holding personal information on behalf of the club are protected with appropriate anti-virus and malware protection and this will routinely be monitored by the club.

Where your information will be stored

Members’ personal information is stored via the DMS, RIBI Template System and My Rotary and in some instances may be held by individual club officers or members for the purpose of specific club activities.  As an example, the secretary of the RC of Kilmarnock maintains a database which is used, inter alia, to determine a member’s right to ‘excused absence’ status.

Your personal information held on the DMS and RIBI Template System will be held securely within the UK or the EU by Rotary International in Great Britain & Ireland and their secure hosting service provider. You can view Rotary International in Great Britain & Ireland’s privacy notice by visiting their website.

However, Rotary International runs its operations outside the European Economic Area (EEA). Although they may not be subject to the same data protection laws as organisations based in the UK, RIBI take steps to make sure RI provide an adequate level of protection in accordance with UK GDPR. By submitting your personal information to us you understand your personal data will be transferred, stored and processed at a location outside the EEA. You can view Rotary International’s privacy notice by visiting their website.

How long your information will be retained and kept up to date

Information will only be kept for as long as it is needed to assist with individual membership, volunteering, any enquiry an individual may make, donations, event registrations or other services as part of membership, club activity or as requested by a member.  There are statutory timescales on how long information should be kept, for example, gift aid transactions must be retained indefinitely, financial records must be kept for 7 years, information associated with Health & Safety can be retained for up to three years after an event etc. Information shall be deleted according to these statutory limits, or according to guidance issued by the Information Commissioner, or guidance issued at the time the personal information is collected.

Individual members are responsible for keeping their own personal information up to date and have access to the self-service systems within the RIBI Data Management System (DMS) or My Rotary for the purpose of updating their profile. Relevant officers of this club (such as club secretary) can also assist you in keeping your information up to date.

Your rights

The General Data Protection Regulations give you certain rights and these are listed below for your convenience, further clarification of your rights is available on the Information Commissioners website:

·         You have a right to be informed when your personal data is being collected, what is collected and how it will be used or shared.

·         You have a right of access to your personal data: the right of access allows you to be aware of and verify the lawfulness of the processing of your personal data. Members and donors have access to their personal data via self-service systems such as the RIBI Data Management System (DMS) or My Rotary (within the Profile area). You can also request a copy of the information which is held in respect of you. This information will be provided free of charge, unless the request is found to be manifestly unfounded or excessive then a reasonable fee will be charged. The application should be made in writing, by letter or email, and addressed to the club, contact details shown below, enclosing two proofs of identification. Applicants should be aware that where requests are manifestly unfounded or excessive, in particular because they are repetitive, the club can:

   - charge a reasonable fee taking into account the administrative costs of providing the information; or
   - refuse to respond.

·         You have a right in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed.

·         You have a right in certain circumstances to object to the processing of your personal data for such reasons as direct marketing, automated decision making, profiling; although we can confirm we make no decisions on you using an automated process.

·         You have a right in certain circumstances to data portability.

In certain situations, these rights may not apply, for example if you are a valid member there will be a need to communicate with you about your membership and those services afforded to you as part of that membership; you hold a club or district office and we need to communicate with you in relation to that office, in which case you will not be able to unsubscribe from certain communications.

Personal data is collected and collated through legitimate interests or because you have provided it to enable a service to be delivered to you. Personal data will only be processed as you would reasonably expect it to be. You can opt out of general member mailings at any time.

Finally, if you are unhappy with how your information has been processed, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below.

Changes to this privacy notice

This privacy notice may be changed from time to time. If there are any significant changes in the way personal information is treated, this will be made clear on the club’s website or by direct notification.

Club Contact Details

Rotary Club of Kilmarnock

Contact details:  The Secretary, Rotary Club of Kilmarnock – as identified on the Club website


If you are unhappy with how your personal information has been processed, please firstly contact the club, details above. If you are still unhappy you may contact the following:

Information Commissioner’s Office

Wycliffe House

Water Lane


Cheshire, SK9 5AF

Helpline: 0303 123 1113 (local rate) or ++44 1625 545 745

Date created by the club: May 2018 – v1

Date for review by the club: May 2019


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