Saughall Rotary Club Privacy Notice

Rotary Club of Saughall

Privacy Statement for events, competitions or provision of services

Rotary Club of Saughall (“We/Us”) is part of Rotary International in Great Britain and Ireland and Rotary Clubs of District 1180.   For the purpose of this privacy policy, Rotary Club of Saughall also includes Rotary Club of Saughall Trust Fund, Reg charity no. 1167241. 

We promise to respect the confidentiality of any personal data you share with Us and We will always take every effort to protect your privacy.  We pride ourselves on our honesty and openness and will always be clear how, when and why We collect and process your data; We promise We will never do anything with your details that you wouldn’t reasonably expect.

This privacy policy explains how We will use any personal data We collect about you to organise an event or competition or to provide you with a service.  This includes data received both online and offline, as well as by any electronic, written or oral communication.  

WHAT DATA DO WE COLLECT?

We collect data about you when you apply to, or participate in an event or competition or to receive a service including accessing this web site. The data We collect about you can include, but not limited to, your name, address, gender, email address, phone number, date of birth (if relevant) and contact information for next of kin if relevant. We do not collect any personal sensitive data such as medical history unless it is absolutely necessary to do so and We have your consent to process it.

We comply with the General Data Protection Regulations, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (collectively the Data Protection Laws), and the lawful basis We rely on for processing any data are:

(a) Consent: you have given clear consent for Us to process your personal data for a specific purpose. You are able to remove your consent at any time. You can do this by contacting Us using the contact form at the top of this page.

(b) Contract: the processing is necessary for Us to perform any contractual obligation that We have with you

 (f) Legitimate Interests:  the processing is necessary for your legitimate interests for example to enable you to participate in events or competitions or to receive a service We are providing.

We collect data about you to ensure the smooth running of the event or competition or to allow Us to provide the service requested. This may include creating a record of your name on our computer system to record your relevant data and track payment of entry fee or any sponsorship money.  

Where applicable, and as instructed by you as part of the donation process, We use your personal data to report your donation to HM Revenue and Customs (HMRC) for Gift Aid collection.

WHO WILL USE YOUR PERSONAL DATA?

We will hold and maintain your data for the smooth running of the event or competition or provision of the service. Data will only be processed by or shared with club members on a “need to know” basis at the appropriate time. 

We will ensure that there are appropriate physical and technical controls in place to protect your personal data and We work within good practice, for example, confidential paper records are securely stored, or securely disposed of as appropriate. The club and its members ensure that PCs/devices holding personal data on behalf of the club are kept in a secure location and protected with appropriate password, anti-virus and malware protection.

SHARING YOUR DATA WITH OTHERS.

We will never commercially sell your personal data to anyone else.  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 by emergency services in the event of an accident or other emergency or to the police, other agencies, for example HMRC, regulatory bodies or our legal advisors.  We will never share your data with persons or organisations outside of the European Union.

ACCESS TO YOUR DATA AND CORRECTION

We want to ensure that your personal data is accurate and up to date. Please contact Us to correct any data you think is inaccurate.

HOW LONG WILL MY DATA BE HELD?

The data will only be retained for as long as necessary and legitimate for the purposes of the event, competition or service.  Any Gift Aid data will be held in accordance with the HM Revenue and Customs (HMRC) guidelines for financial records and auditing purposes and for as long as required to administer your donations and any subsequent queries.

MARKETING

We will not sell, trade or share your personal data with non-Rotary third parties nor will We send you mailings on behalf of other unrelated organisations. We will not send you mailings by Rotary unless you give your consent for Us to do so.

CHANGES TO OUR PRIVACY POLICY

We keep our privacy statement under regular review, any amendments will be published on this web site by way of an updated Privacy Policy.

PRIVACY POLICY LINKS

Privacy Statement for Rotary International

YOUR DATA PROTECTION RIGHTS

Under Data Protection Law, you have rights including:

Your right of access - You have the right to ask Us for copies of your personal data that We hold.. 

Your right to rectification - You have the right to ask Us to rectify personal data you think is inaccurate. You also have the right to ask Us to complete data you think is incomplete. 

Your right to erasure - You have the right to ask Us to erase your personal data in certain circumstances. 

Your right to restriction of processing - You have the right to ask Us to restrict the processing of your personal data in certain circumstances. 

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability - You have the right to ask that We transfer the personal data you gave Us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, We have one month to respond to you. 

Please contact Us using the contact form on the link at the top of this page.

Complaints

If you are unhappy with how We have processed your personal data, please firstly contact the club, details are on this page above as a link. If you are still unhappy you may contact the following UK regulator:

Information Commissioner’s Office

Wycliffe House Water Lane Wilmslow Cheshire, SK9 5AF

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

Cookies:

Like most websites, we use “cookies” to help us make our site, and the way you use it, better. We do not store any personal data in the cookies that we use. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.

In addition, the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.

The type and quantity of information we collect and how we use it depends on why you are providing it. You should be able to control what cookies are placed on your device through your browser settings. Go to www.aboutcookies.org to find out more about cookies, including how to see what cookies have been set and how to manage and delete them.