Data Processing Privacy Policy
HASLAR YACHT CLUB DATA PROCESSING PRIVACY POLICY
1.About this Policy
1.1This policy explains when and why we collect personal information about our members and instructors, how we use it and how we keep it secure and your rights in relation to it.
1.2We may collect, use and store your personal data, as described in this Data Processing Policy and as described when we collect data from you.
1.3We reserve the right to amend this Data Processing Policy from time to time without prior notice.You are advised to check our website haslarychtclub.co.uk or our Club noticeboard near the entrance to the marina regularly for any amendments (but amendments will not be made retrospectively).
1.4We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data.Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk).For the purposes of the GDPR, we will be the "controller" of all personal data we hold about you.
2.Who are we?
2.1We are Haslar Yacht Club.We can be contacted c/o Haslar Marina, Haslar Road, Gosport, Hampshire, PO12 1NU or info@haslaryachtclub.co.uk.
3.What information we collect and why.
| Type of information | Purposes | Legal basis of processing |
| Member's name, address, telephone numbers, e-mail address(es) etc that the member has entered | 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 contact details of people within their membership. | Managing the Member's and their dependants' membership of the Club | Performing the Club's contract with the Member. |
| The Member's name, guests, boat name and details | Managing events. Members name and boat information will be shared with Marinas where members are attending events Members and their guests' names will be shared with restaurants where members are attending events. | For the purposes of our legitimate interests in holding events for members of the Club. For the purposes of our legitimate interests in promoting the Club. For the purposes of our legitimate interests in operating the Club |
| Emergency contact details | Contacting next of kin in the event of emergency | Protecting the Member's vital interests and those of their dependants |
| Photos and videos of members boats and crew. | Putting on the event reports on Club's website. | Consent.We will seek the Member's consent when photographs are taken. |
| The Member's name and e-mail address | Creating and managing the Club's online Membership Directory. | Consent.The Member can control what fields are visible. |
| 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. |
| 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 inits capacity as the national body for all forms of boating |
4.How we protect your personal data
4.1HYC data is managed using the Sailing Club Manager software.See https://www.sailingclubmanager.com/terms/gdpr for their compliance to the GDPR regulations.The HYC Web site is protected by SSL security meaning that transmissions to and from the service provider for this database are encrypted.Other than to this service provider, we will not transfer your personal data outside the EEA without your consent.
4.2We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
4.3Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
4.4For any payments which we take from you online we will use a recognised online secure payment system.
4.5We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
5.Who else has access to the information you provide us?
5.1We will never sell 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 required to do so by law or as set out in the table above or paragraph 5.2 below.
5.2We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to book berths in marinas, advise restaurants of menu choices or to print newsletters and send you mailings).However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
6.How long do we keep your information?
6.1We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as is necessary to comply with our legal obligations.We will review your personal data every year to establish whether we are still entitled to process it.If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.
6.2We securely destroy all financial information once we have used it and no longer need it.
7.Your rights
7.1You have rights under the GDPR:
(a)to access your personal data
(b)to be provided with information about how your personal data is processed
(c)to have your personal data corrected
(d)to have your personal data erased in certain circumstances
(e)to object to or restrict how your personal data is processed
(f)to have your personal data transferred to yourself or to another business in certain circumstances.
7.2You have the right to take any complaints about how we process your personal data to the Information Commissioner:
0303 123 1113.
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
For more details, please address any questions, comments and requests regarding our data processing practices to our Membership Secretaryat membership@haslaryachhtclub.co.uk .
Last updated 13:22 on 25 October 2023