Stornoway Sailing Club Data Protection Policy

1. About this policy: 

1.1. This policy has been written to comply with GDPR and the Data Protection Act (2018).

1.2.This policy describes when we (Stornoway Sailing Club) collect data, what data we collect, how we secure and store this data and club members’ rights in relation to said data.

1.3. We have the right to amend this Data Protection Policy without prior notice. Any amendments will be displayed on Stornoway Sailing Club’s website (http://www.stornowaysc.org)

1.4. Your personal data will not be sold, passed or shared with any third parties, without your consent, unless we are required to by law.

1.5. We will comply with the requirements of the GDPR.

Further details of these can be found at https://www.gov.uk/data-protection

The Membership Secretary: K Pickering  email: Membership Secretary

will have overall responsibility for the personal data that Stornoway Sailing Club holds.

2. The data we will collect and why we need it:

Type of information	Legal reasons for collection	General Reason
Mem(s) Names and Contact Details	For assessment and competence of the membership	For Management of the Club Membership. The management of email addresses and contact phone numbers
Family members and junior members names, ages of those U18	As above and to ensure safe operation of the club	For management of the club membership. Ages are required as some activities may be age related/restricted.
Details of Members own boats	No legal requirement as the club has no ownership of land or club grounds.	For management of club sailing including racing or cruising events and to manage space at event locations
Photography and videos	For club promotion and Social media purposes	These may be taken during sailing sessions and events and shared on club website and social media platforms.
Relevant qualifications/sailing experience	For the safe operation of the club	To hep manage sailing sessions/events

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3. Control of your data:                

3.1. All membership forms will be processed by the Membership Secretary to be held electronically in a password protected file on a secure computer. Membership forms submitted by paper will be stored in a locked cabinet/cupboard. A copy of the membership file will be held by the Club Secretary and can be held by other members of the Committee as deemed appropriate and as agreed by the General Committee.

3.2. Payment can be made by cash, by cheque, or to the Stornoway Sailing Club account, following the instructions given on the application form.

3.3. Should there be any data breeches then we will notify all members as soon as possible.

4. How long data will be held:

Member’s details will be held electronically for the duration of their membership and then for 3 years after they have left. Data will be reviewed annually. Membership forms will be shredded at the end of each year.

5. Your rights:

5.1. You have the right, under GDPR include:

5.1.1. To be given access to your personal data

5.1.2. To be given information on how your personal data is processed

5.1.3. To have any corrections made to your data

5.1.4. To have your personal data removed in specific circumstances

5.1.5. To object or restrict how your personal data is processed.

5.2. Should you have any complaints please address these to Stornoway Sailing Club Committee or the Information Commissioner, using the contacts details below:

Secretary, Stornoway Sailing Club,

 R Mighton,

63 New Street, North Tolsta, HS2 02NJ Isle of Lewis Telephone- 0781 5553126

The Information Commissioner’s Office – Scotland,

45 Melville Street, Edinburgh EH3 7HL Telephone: 0303 123 1113