Privacy and Accessibility

Rotary Club of Solihull St. Alphege Privacy Notice

Rotary Club of Solihull St Alphege - “The Club”

As required by the General Data Protection Regulations (GDPR), this document explains how The Club usesdata about living individuals. The Club promises to respect the confidentiality of any personal data you share with us, or that The Club has access to, to keep it safe, and The Club will always make every effort to protect your privacy.

Why does The Club need your information?

To enable communication between members, manage the business of The Club and compile a historical record for The Club archives.

Whose data does The Club collect?

The Club holds data on all Active, Associate, Corporate, Honorary and Former members together with limited data on people who are Friends of Rotary or with whom The Club has other forms of contact.

How does The Club obtain your data?

The majority of the information The Club holds about you has been provided directly to The Club by you. Members of The Club are deemed to have given permission to collect and hold their data by virtue of having applied, and been accepted, for membership of The Club. Those deemed to be a Friend of Rotary are specifically asked for their permission to collect and hold their personal data. Depending on your settings or the privacy notices for social media and messaging services like Facebook, WhatsApp, LinkedIn or Twitter, you might give The Club permission to access information from those accounts or services. This may include information found in places such as websites (club, district, action groups etc), Companies House and information that has been published in articles/newspapers.

Cookies
Like most websites, The Club uses “cookies” to help it make The Club site, and the way you use it, better. The Club does not store any personal data in the cookies that The Club uses.

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 The Club website or apps and the settings on that device may provide The Club 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 The Club collects and how The Club uses 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.

Details captured during your visit to our website will include, but are not limited to, traffic data, location data, weblogs and other communication data and the resources you access. However, all data collected is anonymous and will not identify you as an individual.

What data does The Club collect and store, and why?

Full name, address, telephone number(s) and e-mail address: to enable contact to be maintained.

Date of birth (members only): to enable age profiles to be determined which are used to achieve a balance in membership and determination of The Club programme and participation in projects.

Name of spouse or partner (members only): A keynote of The Club is fellowship and this is an essential courtesy when making contact with members of The Club as the telephone or door might be answered by the spouse or partner and it eases the flow of conversation and makes them feel welcome at social events.

Your bank or credit card details (as relevant to the service provided).

Details of the enquiry, service or product.

Key Dates: Including when inducted as a Rotarian, served as President, Secretary or Treasurer; nominated as a Paul Harris fellow presented with a long-service certificate.

With whom does The Club share data?

The Club is a constituent part of Rotary International, Rotary International Great Britain and Ireland and Rotary District 1060. Data on Club members and former members shared with those bodies is name, address, telephone number(s), e-mail address, date of birth and date of becoming a member of The Club.

Who holds the data?

The Club database is held and maintained by the Club Secretary.

Smaller database containing only the name, address, telephone number(s), e-mail address and name of spouse or partner is maintained by the Rotarian nominated as the compiler of The Club Handbook and the nominated Liaison Officer.

Note: Members’ personal data kept on an electronic device by anyone other than the three officers referred to above is the responsibility of the person keeping the data and they must ensure that they abide by the requirements of the General Data Protection Regulations (GDPR)

How will The Club use your data?

The Club will use your personal data for the legitimate interest of conducting core business activities, including:

• to provide you with the services, products, guidance or information you asked for;

• providing services, products, guidance or information to Clubs and Districts for their general activities, including Disclosure and Barring Service checks;

• to present The Club website and its contents to you and to allow you to participate in interactive features on The Club website;

• keep a record of your relationship with us;

• understand how The Club can improve its services, products or information;

• in any other way The Club may describe when you provide the information;

• for any other purposes with your consent.

Members’ Handbook

Before publishing your postal address and the name of your spouse/partner in the Members’ Handbook The Club will seek your written permission.

How safe is the data?

The databases are kept electronically and can only be accessed by the owner of the password. Personal details are never sent by e-mail. E-mails to multi-recipient members are always sent by blind carbon copy (bcc). The printed list of members in The Club Handbook is prefaced by an injunction that the information is to be used solely for Rotary purposes, not to release the information to non-Club members and to destroy the document at the end of each Rotary year.

How long The Club retains your information and how The Club keeps it up to date
The Club will only keep your information for as long as The Club needs it to assist you with your enquiry, process your membership, donation, event registration or other services associated to your Rotary membership or contact with The Club. There are statutory timescales on how long The Club should keep your information, for example, gift aid transactions must be retained indefinitely, financial records must be kept for 7 years, information associated with Health & Safety for three years after an event. The Club shall delete your information according to these statutory limits, or according to guidance issued by the Information Commissioner.

Individual members are responsible for keeping their own personal data up to date and have access to the RIBI Data Management System (DMS) or My Rotary on the RIBI website for this purpose. In addition, where necessary, The Club will keep your information accurate and up-to-date.

Your rights
The General Data Protection Regulations (GDPR) gives you certain rights and these are listed below for your convenience.

• 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 via the RI website. You can also request a copy of the information which The Club holds on 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 Secretary, contact details shown below, enclosing two proofs of identification. 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 The Club can confirm The Club will 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 The Club will 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 The Club needs to communicate with you in relation to that office, in which case you will not be able to unsubscribe from these communications.

The Club collects and processes your personal data through legitimate interests or because you have provided it to us to enable us to deliver a service to you. The Club will only process your personal data as you would reasonably expect us to. You can opt out of our general member mailings at any time.

Changes to this privacy notice
The Club may change this privacy Notice from time to time. If The Club makes any significant changes in the way The Club treats your personal information The Club will make this clear on The Club website www.rotarystalphege.org.uk or by notifying you directly.

The Club contact details:-
The Secretary
Rotary Club of Solihull St Alphege,
Crowne Plaza,
61 Homer Road,

Solihull, B91 3QD

Tel: 0121 623 9988

Complaints
If you are unhappy with how The Club has processed your personal information, please firstly contact The Club Secretary, details above. If you are still unhappy you may contact the following:

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.