Medway Yacht Club

Members
  1. About this Policy
    1. This 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.
    2. 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.
    3. 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.medwayyachtclub.com/ or our Club noticeboard regularly for any amendments (but amendments will not be made retrospectively).
    4. We 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?
    1. We are Medway Yacht Club. We can be contacted at Lower Upnor, Rochester, Kent, ME2 4XB. Telephone 01634 718399 or email secretary@medwayyachtclub.com

  3. What information we collect and why
Type of informationPurposesLegal basis of processing
Member’s name, address, telephone numbers, e-mail address(es).Managing the Member’s membership of the Club. Managing the duty roster. Informing Peel Ports of Conservancy purchase.Performing the Club’s contract with the Member. For the purposes of our legitimate interests in operating the Club. As required under the terms of Peel Ports Conservancy.
The names and ages of the Member’s dependents.Managing the Member’s and their dependents’ membership of the Club.Performing the Club’s contract with the Member.
Emergency contact detailsContacting next of kin in the event of emergency.Protecting the Member’s vital interests and those of their dependents
Date of birth / age related informationManaging membership categories which are age relatedPerforming the Club’s contract with the Member.
GenderProvision of adequate facilities for members.For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender.
GenderReporting information to the RYA.For the purposes of the legitimate interests of the RYA to maintain diversity data required by Sports Councils.
The Member’s name, boat name and sail numberManaging race entries and race results.

Sharing race results with other clubs, class associations, and the RYA, and providing race
results to local and national media.

Allocating moorings and compound spaces. Informing Peel Ports of Conservancy purchase.		For the purposes of our legitimate interests in holding races for the benefit of 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.

As required under the terms of Peel Ports Conservancy.
Photos and videos of members and their boatsPutting on the Club’s website and social media pages and using in press releases.Consent. We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting us by e-mail or letter.
Radio call signsCollected for a rally and shared between those participating in the rally.For the purposes of our legitimate interests in ensuring that boats on a rally can maintain contact with each other.
The Member’s name and e-mail addressCreating and managing the Club’s online Membership Directory.Consent. We will seek the Member’s consent on their membership application form and each membership renewal form. The Member may withdraw their consent at any time by contacting us by e-mail or letter to tell us that they no longer wish their details to appear in the Membership Directory.
Bank account details of the member or other person making payment to the ClubManaging the Member’s and their dependents’ membership of the Club, the provision of services and events.Performing the Club’s contract with the Member.

Member Account details are only held for those members to whom payment may be made on the occasion of the reimbursement of expenses and are not routinely kept. Account details are kept securely on the Handlesbank online
banking system.
Member’s name and email addressPassing 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 in its capacity as the national body for all forms of boating.
Instructor’s name, address, email addresses, phone numbers and relevant qualifications and/or experience.Managing instruction at the club.For the purposes of our legitimate interests in ensuring that we can contact those offering instruction and provide details of instructors to members.
  1. How we protect your personal data
    1. We will not transfer your personal data outside the European Economic Area (EEA) without your consent.
    2. We 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.
    3. Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
    4. For any payments which we take from you online we will use a recognised online secure payment system.
    5. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
  2. Who else has access to the information you provide us?
    1. We 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.
    2. We 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 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.
  1. How long do we keep your information?
    1. We 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.
    2. We securely destroy all financial information once we have used it and no longer need it.
  2. Your rights
    1. You 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.
    2. You have the right to take any complaints about how we process your personal data to the
      Information Commissioner:
      https://ico.org.uk/concerns/

      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 Data Protection Manager – secretary@medwayyachtclub.com