Dorking
and District Angling Society Privacy Policy
Email: chairman@dorkingas.co.uk
Web Address: https://www.dorkingas.co.uk
1.
About this Policy
a. This policy explains when and why we collect personal
information about our members, how we use it and how we keep it secure and your
rights in relation to it.
b. We may collect, use and store your personal data, as
described in this Data Privacy Policy and as described when we collect data
from you.
c. In the event that inaccurate data is recorded, such
inaccuracies will be amended by the Club and any other relevant parties
notified immediately. However, members will have the opportunity to update and
amend data themselves online from the member portal within Clubmate.
d. We reserve the right to amend this Data Privacy Policy
from time to time without prior notice. You are advised to check our website (https://www.dorkingas.co.uk) or
our Clubmate regularly for any amendments (but amendments will not be made
retrospectively).
e. We will always use our best endeavours to comply with
the General Data Protection Regulation (GDPR) when dealing with your personal
data. Further details on the GDPR can be found at ico.org.uk. For the purposes
of the GDPR, we will be the “controller” of all personal data we hold about
you.
2. Who are we
We are Dorking and District Angling Society, referred to
herein as the Club. (Under GDPR, DDAS are the “Controller” of member data)
3. What information we collect and why
a. Data
i. We collect Member name, address, telephone numbers and
email address to enable the Club to manage Member’s membership of the Club in
accordance with the various categories of membership available.
ii. Individuals have the right to access their personal
data. Members who choose not to access their own data through the member portal
of Clubmate can request either verbally or in writing to access their data and
must be responded to within one month of the request. All requests will be
directed to the Membership Secretary who will respond within the timescale. A
record will be kept for management purposes of each request received.
iii. You have the right to have your personal data erased
in certain circumstances (please note that if you elect to have your personal
data erased this will immediately terminate your membership at no cost to the
Club)
b. Photos you upload to Clubmate via the member’s portal
for the purpose of inclusion within your membership.
Bank
info. We do not store any sensitive bank information of Members or other person
making payment to the Club. They are all stored by and processed by a third
party payment provider Stripe who are fully regulated by the Financial Conduct
Authority (FCA)
4. How
we protect your data
a. To protect members’ data it is stored within a third party
management platform called Clubmate. Clubmate Ltd have in place physical,
electronic and managerial procedures to safe guard and secure data at all
times. All club & member information is stored & maintained with
multi-layered security provided by Microsoft Azure across physical data
centres, infrastructure and operations. And when data is transferred between
the Clubmate server and the user’s computer(admin/member), it uses the same SSL
technology as banks and financial institutions to ensure it remains protected.
No sensitive financial information (bank details, debit or credit card
information etc) is ever seen, stored or transmitted by the Club or Clubmate.
This data is always held securely by their highly regulated payment partner
Stripe.
b. We will notify you promptly in the unlikely event of any
breach of your personal data which might expose you to serious risk.
c. Where a Member suspects a breach of data protection has arisen;
the Member must immediately bring this to the attention of the Club Secretary.
d. You have the right to take any complaints about how we
control your personal data to the Information Commissioner: For more information,
visit www.ico.org.uk
5. Who
else has access to the information you provide
We will never sell or rent 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 we are required to do so by law
or as set out above.
6. How
long do we keep your information
a. We will hold your personal data electronically within
the Clubmate system for as long as you are a member of the Club and for as long
afterwards as it is in the Clubs’ legitimate interest to do so or for as long
as is necessary to comply with our legal obligations. We will review your
personal data every year to establish whether it can continue to be processed.
If we decide that we cannot continue to allow it to be processed, we will stop
any processing of your personal data
b. Information held for members who don’t renew their
membership will be deleted from the database 12 months following their lapsed
membership with any written material also appropriately and securely destroyed.
7.
Cookies
a. DDAS Website
Our website makes use of cookies to collect information about
our visitors through Google Analytics. A cookie is a small amount of data that
is sent to your and stores on your computer’s hard drive. Google Analytics is a
simple, easy-to-use tool that helps website owners measure how users interact
with website content. The data collected may be used to customise the content
on our website to make for the best experience for users when visiting our
website.
b. Third Party Websites
However we have links on our website to third party sites
managed by other parties like Angling Trust that use cookies that we have no
control over and we suggest that you learn more about their use of cookies by
clicking on their cookie policy when using a link and visiting those sites.