Privacy policy / Terms & conditions

Terms and Conditions:

I hereby agree to become a member of the Retford and WorksopBoat Club, which I am aware is a company limited by Guarantee. I Guarantee to contribute the maximum of one pound in the event of this being lawfully called for.

Retford and Worksop Boat Club (Chesterfield Canal) Ltd is a Company limited by Guarantee and whose registered number is 872198 (RWBC).

RWBC is known as the "Controller" of the personal data that we collect about Members. We process and hold your information in order to provide you with membership services and administer your membership of RWBC. This notice will explain how we use and share your information.

Why do we collect your personal information?

When you chose to become a member of RWBC and during the period of your membership, RWBC needs to collect certain information from you in order to administer your membership

In relation to the above we will process your information for the following purposes: -

To process your membership application.

To allow us to contact you during your membership

To allow us to offer you a mooring.

To allow us to be able to communicate and provide services and benefits appropriate to your needs as a member of RWBC

To ensure that we meet our legal obligations.

Where necessary for law enforcement functions.

Where necessary to protect individuals or property from harm or injury.

We will only collect personal data that we need in order to deliver services to you and as far as is reasonable and practicable we will ensure that the information recorded is accurate and kept up to date. You have a duty to advise us of any change to your personal data so that our records are kept up to date.

What personal data do we collect?

We will collect personal data about you in order to help us deliver the right service. The personal data we collect may include:

Name, address and other contact details

Family members details where they are joint members with you

Details of your boat for mooring purposes

Details of your vehicle(s) for security purposes.

Photograph to aid identification when on the premises.

We do not collect any of the “Special Categories” of personal data that are referred to in General Data Protection Rules (2018) legislation.

How do we collect your personal data?

Information may be collected in different ways but mainly as set out below:

Membership Application Forms

Mooring Application Forms

Face to face where you provide information verbally to one of our Officers or Employees or members of our Management Committee. You should generally confirm any such conversation in writing.

Telephone conversations. Telephone calls are not recorded. You should generally confirm any such conversation in writing. Answering machine messages may be retained.

If you email any club officer using their Club email address any information may be stored on the device which they use to read it. We are unable to guarantee the security of any email initiated by you and we recommend that you keep the amount of confidential information you send to us via email to a minimum.

We have established a legal basis, in most instances, for gathering, storing and processing your data. We will seek your consent to use your data where there is no legal basis for doing so. You may be asked to give consent on various forms which RWBC uses. Your wishes will be respected as far as is possible but a lawful basis for processing your data will be used wherever we deem it possible.

Type of Information

Purpose

Lawful basis for processing

Name, Address and Contact details

Contacting you in respect of the following:

Sending invoices

Club information

Membership Issues

Mooring information

Contract. We provide you with certain services and facilities in respect of your membership

Name, Address and Contact details. Boat details

Contacting you in respect of the following:

Club information

Membership Issues

Mooring information

Contacting you in relation to your boat

Club Magazine

Legitimate Interest

For the purpose of our Legitimate Interest in operating RWBC

Members minimal personal details as necessary.

Sharing personal data as necessary with third parties:

C&RT

AWCC

Our professional advisors (e.g. Accountant)

Legitimate Interest

For the purpose of our Legitimate Interest in operating RWBC and providing services to members

Members' personal details as necessary including date of birth for Companies House.

For Directors only. Sharing data as necessary and as required by law.

Legal Obligation

For the purpose of complying with the Companies Act in respect of Directors of the Company

Members Personal Data

Sharing with third parties when required to do so by Law or in the interests of defending a claim

Legitimate Interest

For the purpose of our Legitimate Interest in operating RWBC and complying with lawful requests.

Any personal information

In an emergency where there is risk to life or property.

Vital Interest

Members Bank Account Details

To repay expenses by BACS. Sharing minimal personal data with third parties – Our Bank(s)

Consent

RWBC Website

At present no personal information is collected through our website.

Cookies are used to enhance the user experience – details are shown on the website

IP addresses may be recorded.

We may provide you with access to a secure members area of our website protected by a password. Where we have given you a password or where you have chosen one yourself it is your responsibility to keep this confidential.

CCTV

We have installed CCTV systems on our premises used by members of RWBC and members of the public, for the purposes of members, public and staff safety and crime prevention and detection. CCTV cameras are located inside and outside the building at various strateging locations which may change from time to time.

Signs are displayed notifying you that CCTV is in operation and providing details of who to contact for further information about the scheme.

We will only disclose CCTV images to others who intend to use the images for the purposes stated above. CCTV images will not be released to the media for entertainment purposes or placed on the internet.

Images captured by CCTV will not be kept for longer than necessary.

Who do we share your information with?

We share your information with a third-party contractor (Membermojo) who provides us with membership administration services and helps us to comply with the GDPR regulations. Access to this data is controlled and is used over an encrypted and secure connection.

Otherwise RWBC will not share your information unless the law requires or allows RWBC to do so.

Where necessary we may share your information with the following: -

Within RWBC (including our professional advisors) or external agencies such as emergency services for the purpose of contacting you in an emergency.

With law enforcement agencies where we are legally required to do so.

Insurers for the purposes of defending a claim

Canal & River Trust for the purposes of Boat Licensing and enforcement and where we are lawfully required to do so.

How long do we keep your information for?

We are required to retain your personal data only for as long as is necessary, after which it will be securely destroyed.

Retention periods are generally 15 months following the date of you ceasing to be a member of RWBC or such longer period as the Management Committee may decide or if we are required to by law or if we need to do so to defend a legal or insurance claim.

Photographs of you or your boat may be retained in our historical archives or on our website unless you ask us to remove them. If you do ask us to remove them, we will do so insofar as is reasonably practical and subject to the retention and deletion policies of web server log files which our hosting supplier may have. Please also see the statement below relating to the use of social media.

How do we keep your data safe?

We only gather information which we need.

Contact information is primarily stored on a propriety database system which we outsource to a specialist provider of membership administration services, (Membermojo). RWBC administrator access to your data is controlled by a username and password; only RWBC authorised Management Committee Members and Employees have access to the data.

Hard copies of information such as application forms for membership and moorings are kept secure by the relevant club officer and destroyed in accordance with the preceding paragraph. An index of member contact details is kept by the Caretaker for security purposes.

Access to information is strictly controlled based on the role of the management committee member holding it.

Your personal data is not processed outside of the EU

Profiling

We do not use your personal information to create a profile of your interests or preferences.

Data Breaches

In the event that we suffer a data breach we will advise you as soon as is reasonably practical.

Your Rights

You have a number of rights which relate to your personal data.

You are entitled to request access to any personal data we hold about you and you can also request a copy. Details of how to make such a request can be found at the end of this document

Where we are relying on your consent to process your personal data you are entitled to withdraw your consent at any time.

You can also request that we correct any personal data we hold about you that you believe is inaccurate; request that we erase your personal data; request that we stop processing all or some of it. If you make such a request, we may not be able to continue to administer all or part of your membership of RWBC and we will advise you accordingly.

We are obliged to consider and respond to any such request within one calendar month.

Photographs & social media (including messaging services)

We cannot reasonably prevent club members, or members of the public taking photographs / videos on Club premises or at Club events including those that are open to the public. Therefore, RWBC cannot be held responsible for photos / videos that others publish in the public domain.

Social media is widely used by many of our members. It is not possible for RWBC nor practical to attempt to restrict or control such use; the content of posts on social media is the personal responsibility of the contributor.

Common sense and common courtesy should be the main considerations.

Members should treat others with respect.

Members should assume that anything posted on social media might be in the public domain or might come into the public domain.

Members are reminded that any posts they might make on social media platforms are their personal responsibility and not that of RWBC. Before posting on Social Media members should consider whether their post is appropriate or might give offence. Members might consider asking for permission to post photographs - especially those taken on RWBC premises and/or of those under the age of 18 – before posting them.

Some of RWBC’s premises such as the towpath are “public places” and as such photographs may be taken by the public in these areas.

Please recognise that some members may not share the same views as yourself.

RWBC does not maintain a list of Members preferences in respect of social media. It is not appropriate and not reasonably enforceable or desirable.

WI-FI

RWBC makes a Wi-Fi connection available to members inside and in the vicinity of the clubhouse. The internet connection is provided by a third-party Internet Service Provider (ISP) and is subject to their terms and conditions. The ISP will collect certain details from use of the internet connection in order to comply with The Data Retention (EC Directive) Regulations 2009 which forms part of the Anti-Terrorism, Crime & Security Act 2001.

Access to the Wi-Fi is made using a security code which is available in the clubhouse and should not be disclosed to others.

RWBC does not collect any information relating to Wi-Fi use. Data transmitted or received over our Wi-Fi may or may not be secure and RWBC does not accept any responsibility for loss of data or personal information. RWBC will, if lawfully requested, cooperate with law enforcement agencies regarding the use of our Wi-Fi.

Further Information

If you wish to make a request or make a complaint about how we have handled your personal data, please contact:

The Data Protection Officer at secretary@rwbc.org.uk

Alternatively, you can contact RWBC by writing to:

The Data Protection Officer

Retford & Worksop Boat Club

Clayworth Wharf

Clayworth

Retford

DN22 9AJ

Please put the following words in the subject line of an e-mail or on the envelope of a letter otherwise your request may not be dealt with promptly: -

Urgent – Data Protection Request

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) www.ico.org.uk

This policy replaces previous Data Protection and Privacy Policies which may have been issued by RWBC

This policy replaces previous Data Protection and Privacy Policies.

Last updated xxxx 2024