Data Privacy

West Country RC Truckers Club

Data Privacy Policy

  1. About this Policy

1.1     This policy explains when and why we collect personal information about Members of the Club.

1.2     This includes how we use it, who we share it with, how we keep it secure and your rights in relation to it.

1.3    We may collect, use and store your personal data, as described in this Data Privacy Policy when we collect data from you.

1.4      We reserve the right to amend this Data Privacy Policy from time to time without prior notice. When this occurs, we will notify you. The amended policy will also be available on our website www.westcountryrctruckers.org.uk 

1.5       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 (https://ico.org.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

 

  1. Who are we?

                    We are the West Country RC Truckers Club. We can be contacted via Contact Us page.

 

  1. What information we collect and why.

 

Type of information

Purposes

Legal basis of processing

Member's name, address, telephone numbers, e-mail address(es).

Managing the Member’s membership to the Club.

Administer the Member’s membership to the Club.
Communicating with Member’s in relation to their membership.

Email is the Club’s primary method of contact with Members.

Member’s Emergency contact details

Contacting next of kin in the event of emergency.

Protecting the Member’s vital
interests.

Member’s Date of birth

Managing membership
categories which are age
related.

Administer the Member’s membership to the Club.

 
     
  1. How we protect your personal data

4.1    We will not transfer your personal data outside the UK without your consent.

4.2    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.

4.3    Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.

4.4   We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

 

  1. Sharing the information you provide us?

5.1   External to the Club - We will never sell your personal data. We will not share your personal data with any third parties except where required to do so by law.

5.2    Internally within the Club - Personal data relating to Individual Annual Members and Day Members is exchanged within the Club Committee to administer the Club only. Any requests for an Individual’s data by another Member will only be shared after seeking written permission from the Individual Member(s) concerned.

 

  1. How long do we keep your information?

6.1   We will hold Annual Member’s personal data on our systems for as long as they are members 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 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.

6.2   We will hold Day Member’s personal data on our systems for 30 days, unless you have consented on the Day Membership Form for us to retain it for use in accordance with Clauses (1c) and (3a) of the Privacy Policy notice, on the back of the Membership Form, in which case it will be retained 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 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.

6.3   We securely destroy all personal information once we have used it and no longer need it.

 

  1. Consent

7.1   On joining the West Country RC Truckers Club as an Annual Member, you will be provided with a Data Usage Consent Form for completion. This form outlines your wishes as to how the Club will communicate with you and use the data you have provided.

 

7.2   On joining the West Country RC Truckers Club as a Day Member, your consent will be required on your Day Member Application Form. This form outlines your wishes as to how the Club will communicate with you and use the data you have provided.

 

  1. Your rights under the GDPR:

8.1    to access your personal data

8.2    to be provided with information about how your personal data is processed

8.3   to have your personal data corrected

8.4   to have your personal data erased in certain circumstances

8.5   to object to or restrict how your personal data is processed

8.6   to have your personal data transferred to yourself or to another business in certain circumstances

8.7   to take any complaints about how we process your personal data to the Information Commissioner:  https://ico.org.uk/concerns/

For more details, please address any questions, comments and requests regarding our data processing practices to our Data Controller.

 

West Country RC Truckers Club is exempt from registration with the Information Commissioner’s Office.