Glamorgan Anglers
Club - Data Privacy Policy
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 (www.glamorgananglersclub.org.uk)
or our Club noticeboards and Newsletters regularly for any amendments (but
amendments will not be made retrospectively).
e. We will always use our best endeavors 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 Glamorgan Anglers Club Ltd (GAC), referred to
herein as the Club. (Under GDPR, GAC is the “Controller” of member data)
3 What information
we collect and why
a. Data
i. We collect Member name, address, gender, date of
birth, telephone numbers, email address and emergency contact details to enable
the Club to manage Member’s membership of the Club in accordance with the
various categories of membership available.
ii. Information held for Junior members up to the
age 16 years old will be held following receipt from them or their parent of either
a fully completed application form or through their completion of our online
database information profile. Direct communication with those junior members
will be through the information they supplied.
iii. 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, in writing, to access their data and
must be responded to within one month of the request. All requests must be
directed to the Membership Secretary, 10 Gloucester Close, Barry CF62 9AD who
will respond within the timescale. A record will be kept for management
purposes of each request received.
iv. 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/Video
i. Photos you upload
to Clubmate via the members portal or Photos you provide to the Membership
Secretary with a postal application form, for the purpose of inclusion within
your membership id card, is processed by Digital id a professional
partner of Clubmate Ltd.
ii. Photos included within any paper application or
renewal will be destroyed after being scanned and uploaded to the Clubmate
system on a members behalf by the Membership Secretary and any digital copy as
a result of the scanning deleted.
iii. Photos and videos are often used on the Club
website or social media pages for the purpose of promoting the Club profile. The
Club will seek the Member’s consent prior to taking and subsequently using any
images on any club publication, club website or social media pages. Parental
consent for Members under 16 years of age will be obtained prior to GAC using any
photos or videos being recorded where children may appear. Consent relating to
photos or videos may be withdrawn at any time by contacting the Club by email
or letter. Members who, as individuals, post photos or videos are solely
responsible for their content and seeking any consents necessary.
c. Bank info.
i. 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)
ii. PCI Compliance. In
compliance with the new PCI regulations, we are un-able to capture bank card
details over the phone, face to face or via post.
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 Membership
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
i. 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
ii. Information held for members who do not renew their membership
will be deleted from the database 12 months following their lapsed membership
with any written material also appropriately and securely destroyed.
iii. Clubmate Accounts inactive (i.e. No memberships added and paid
for) for twelve months from the date they were opened will be closed and all
personal data held within them deleted.
7. Cookies
a. GAC 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 such as local tackle shops, NRW and suppliers of
angling tackle 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.
glamorgananglersclub@clubmate.co.uk
September 2021