General Data Protection Regulation (GDPR)
Register of Systems
How we respect privacy when we deal with personal information collected by our organisation.
This Privacy Notice applies to information we (Luton Diving Club) collect about individuals who interact with our organisation. It explains what personal information we collect and how we use it. If you have any comments or questions about this notice, feel free to contact us at email@example.com
Table of Contents
- Personal data that we process
- The data that we collect & in what way
- How we use your data
- When we share your data
- How long we keep your data
- Rights that you have over your data
- Cookies & usage tracking
1. Personal data that we process
The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.
|Purpose||Data (Key Elements)||Basis|
|Enquiring about our organisation and its work||Name, email, message||Legitimate interests – it is necessary for us to read and store your message so that we can respond in the way that you would expect.|
|Subscribing to email updates about our work||Name, email||Consent – you have given your active consent.|
|Making a donation or payment||Name, email, address, phone number, payment information||Legitimate interests – this information is necessary for us to fulfil your intention of donating money and your expectation of receiving a confirmation message.|
|Signing up as a member||Name, email, address, telephone numbers, DOB, Gender, photography consent, GP details, medical information, welfare information||Contract – by paying your membership fees you have entered into a contractual relationship with us as set out in our membership terms and conditions|
|Website functionality||Website activity collected through cookies||Legitimate interests – it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect, such as remembering the contents of your order before you have fully completed the process and any membership details that you may update in the members area.|
2. The data that we collect & in what way
On becoming a member of the Club, individuals are asked to complete membership and medical forms and supply the information set out in paragraph 1 above.
The data is entered on to an Excel spreadsheet by the Membership Officer and updated either through the annual membership renewal process or as new data are made available throughout the year (e.g. change of email or residential address).
Other members of the Committee may from time-to-time access that Excel Spreadsheet in order to carry out the functions of their positions on the Committee. They may also retain and store the data for as long as necessary in order to carry out their legitimate purposes.
When making a donation or payment, information such as contact details and kit size information are stored in a password protected system for up to one year.
All welfare information is kept on a password protected system. Records of reported incidents are kept for up to 6 years.
Any personal information regarding entries to a competition are kept on paper for up to 3 weeks post competition and a password protected system for no more than 12 months.
Banking records are kept for up to 6 years on a password protected system.
The committee may hold legacy paper records up until 31st December 2021.
3. How we use your data
We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this notice.
For example, we may use your personal information to:
- reply to enquiries you send to us;
- handle donations or other transactions that you initiate;
- where you have specifically agreed to this, send you marketing communications by email relating to our work which we
- think may be of interest to you;
- for use during any competition;
- for use in relation to kit purchase.
4. When we share your data
We will only pass your data to third parties in the following circumstances:
- you have provided your explicit consent for us to pass data to a named third party;
- we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or
- we are required by law to share your data.
In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.
5. How long we keep your data
We take the principles of data minimisation and removal seriously and ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.
6. Rights that you have over your data
You have a range of rights over your data, which include the following:
- Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our marketing emails).
- You have the right to ask for rectification and/or deletion of your information.
- You have the right of access to your information.
- You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.
A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.
7. Cookies & usage tracking
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, e.g. remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.
We may modify this Privacy Notice from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we will notify people whose personal data we hold and is affected.