Withnell Angling Club
Privacy Policy




 

General Data Protection Regulations –GDPR

These regulations come into force on 25 May 2018

 

 Our Statement and Policy regarding these regulations.

 As an organization that has chosen to hold personal data. We have a legal responsibility to treat the data with respect and to hold the data securely.

 

Personal data must be:

  • Fairly and lawfully processed.
  • Processed for limited purposes.
  • Adequate and relevant and limited to what is necessary.
  • Adequate and where necessary up to date.
  • Not kept in a way that people can be identified from it for longer than is necessary.
  • Processed in a way that ensures appropriate security.

 

With respect to the above Regulations please find below the club’s Data Privacy Policy.

 

·       About the Policy.

      This Policy explains when and why we collect personal information about our members, how we use it and how we keep it secure, including your rights in relation to it.

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

·       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.

·       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.withnell-angling-club.co.uk/ ) or your Member portal in Clubmate regularly for any amendments (but amendments will not be made retrospectively).

·      We will always do our best endeavors to comply with the General Data Protection Regulations (GDPR) when dealing with your personal data. Further details on the GDPR can be found at  https://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 Withnell Angling Club (WAC), referred to herein as the Club. (under GDPR, WAC are the “Controller” of member data).


3 What data do we collect and why.

·       We collect Member name, address, date of birth, telephone number, and email address to enable the Club to manage Members’s membership of the Club in accordance with the various categories of membership available.

·       Junior members will be directed through the parent or guardian with information about our waters

·       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 either verbally or in writing to access their data and must respond within one month of the request. All requests will be directed to the Membership Secretary who will respond within the timescale. A record will be kept for management purposes of each request received.

·       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)

4. Photos / Videos.

·       Photos you upload to Clubmate (mandatory) via the members portal are for the purpose of identification. This enables the Clubs Bailiffs to identify you as a Member and your entitlement to fish the Clubs waters. ( excluding Non-Fishing Members ).

·       Photos and videos are often used on the Clubs website or social media pages for the purpose of promoting the Clubs profile. We will seek the Members 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 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.

5. Bank Information.

·       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).

6.  PCI Compliance.

·       In compliance with the new PCI regulations, we are unable to capture bank details over the phone, face to face or via post.

7. How we protect your data.

·       To protect members’ data, it is stored within a third-party management platform called Clubmate Ltd.  Clubmate Ltd have in place physical, electronic and managerial procedures to always safeguard and secure data. All Club and Member information is stored and maintained with multi -layered security provided by Microsoft Azure across physical data centres, infrastructure and operations. When data is transferred between Clubmate server and the user computer (admin / member) it uses the same SSL technology as banks and financial institutions to ensure it remains protected. No sensitive financial information visible (bank details, debit or credit card).

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

·       Where a Member suspects a data breach of data protection has arisen, the Member must immediately bring this to the attention of the Club Secretary.

·       You have the right to take any complaints about how we control your personal data to the information Commissioner. For more information visit https://ico.org.uk/


5. Who else has access to the information you provide.

·       We will never sell or rent you personal data. We will not share your personal data with any third party without your prior consent (which you are free to withhold) except where we are required to do so by law or set out above.

 

6. How long do we keep your information.

·       We 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.

·       Information held for our Members who don’t renew their membership will be deleted from the database 24 months following their lapsed membership with any written material also appropriately and securely destroyed.

·       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

·       WAC Website.

Our website makes use of cookies to collect information about our visitors through Google Analytics. A cookie is a small amount of data sent to you and stored on your computer 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 customize the content on our website to make for the best user experience when visiting our website.


8. Third Party Websites.

·       We have links on our website to third party websites managed by other parties including Facebook (Meta) and Angling Trust that use cookies that we have no control over. We suggest that you learn more about their use of cookies by clicking on their cookie policy when using a link and visiting their sites.

 

 

 

 

 

 

  WAC :   Revision Date 26/11/2024 ( Peter Ivanis )