This privacy notice describes how we collect and use personal information about you, in accordance with the UK General Data Protection Regulation (UK GDPR).
Following Brexit, Regulation (EU) 2016/679, General Data Protection Regulation (GDPR) is retained EU law and known as UK GDPR. The UK GDPR sits alongside an amended version of the Data Protection Act 2018 that relate to general personal data processing, powers of the Information Commissioner and sanctions and enforcement. The GDPR as it continues to apply in the EU is known as EU GDPR.
This privacy notice applies to all users.
Who Collects this Information
MARLOW AND DISTRICT SCHOOLS’ BOATHOUSE TRUST is a “data controller.” This means that we are responsible for deciding how we hold and use personal information about you.
We are required under data protection legislation to notify you of the information contained in this privacy notice. This notice does not form part of a contract to provide services and we may update this notice at any time.
It is important that you read this notice, with any other policies mentioned within this privacy notice, so you understand how we are processing your information and the procedures we take to protect your personal data.
Data Protection Principles
We will comply with the data protection principles when gathering and using personal information, as set out in our data protection policy.
Categories of Information we Collect, Process, Hold and Share
We process data relating to the Trust. Personal data that we may collect, process, hold and share (where appropriate) about you includes, but not restricted to:
- Contact information such as name, address, email address, contact numbers;
- Records of contributions you have made to the Trust
- Records associated with Gift Aid claims on donations;
- Records of your consents and contact preferences;
- Information required to manage your attendance at events, including access arrangements and dietary requirements which may include health conditions;
How we Collect this Information
We may collect this information from you in a number of different ways. The main data collection will be by our registration form, but we may also collect data through our signing in system, our websites and other technical systems.
How we use your Information
We will only use your personal information when the law allows us to. Most commonly, we will use your information in the following circumstances:
- Where we need to comply with a legal obligation (such as health and safety legislation, under statutory codes of practice and employment protection legislation);
- Where it is necessary for our legitimate interests (or those of a third party) and your interests, rights and freedoms do not override those interests.
- When you have provided us with consent to process your personal data.
The situations in which we will process your personal information are listed below:
- Complying with legal obligations;
- Carry out necessary administration functions;
- Health and safety obligations;
- Prevention and detection of fraud or other criminal offences;
- To defend the Trust in respect of any investigation or court proceedings and to comply with any court or tribunal order for disclosure;
- Help us build a community around our boathouse;
- Raise money so that we can continue to improve the experience the rowers get from the boathouse;
- Notify you events you may be interested in;
- Keep you up to date with news;
- Help us promote our community boathouse; and
- Tailor the communications we send to you, to ensure they are appropriate and relevant.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
How we use Particularly Sensitive Information
Sensitive personal information (as defined under the UK GDPR as “special category data”) require higher levels of protection and further justification for collecting, storing and using this type of personal information. We may process this data in the following circumstances:
- In limited circumstances, with your explicit written consent;
- Where we need to carry out our legal obligations in line with our data protection policy;
- For legitimate interests;
Sharing Data
We may need to share your data with third parties, including third party service providers where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so. These include the following:
- Other rowing bodies using the boathouse;
- Professional advisors such as lawyers and consultants;
- The finance/accounting teams; and
- Support services (including insurance, IT support and information security).
Information will be provided to those agencies securely or anonymised where possible.
The recipient of the information will be bound by confidentiality obligations, we require them to respect the security of your data and to treat it in accordance with the law.
Except as otherwise permitted or required by applicable law or regulation, the Trust only retains personal data for as long as necessary to fulfil the purposes they collected it for, as required to satisfy any legal, accounting or reporting obligations, or as necessary to resolve disputes.
Security
We have put in place measures to protect the security of your information (i.e. against it being accidentally lost, used or accessed in an unauthorised way). In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know.
Your Rights of Access, Correction, Erasure and Restriction
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.
Under certain circumstances by law you have the right to:
- Access your personal information (commonly known as a “subject access request”). This allows you to receive a copy of the personal information we hold about you and to check we are lawfully processing it. You will not have to pay a fee to access your personal information. However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
- Correction of the personal information we hold about you. This enables you to have any inaccurate information we hold about you corrected.
- Erasure of your personal information. You can ask us to delete or remove personal data if there is no good reason for us continuing to process it.
- Restriction of processing your personal information. You can ask us to suspend processing personal information about you in certain circumstances, for example, if you want us to establish its accuracy before processing it.
- To object to processing in certain circumstances (for example for direct marketing purposes).
- To transfer your personal information to another party.
If you want to exercise any of the above rights, please let us know via the contact form on the website.
Right to Withdraw Consent
In the circumstances where you may have provided your consent to the collection, processing, and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please let us know via the contact form . Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
We hope that the committee can resolve any query you raise about our use of your information in the first instance.
How to Raise a Concern
You have the right to make a complaint at any time to the Information Commissioner’s Office, the UK supervisory authority for data protection issues.
- Report a concern online at https://ico.org.uk/concerns/
- Call 0303 123 1113
- Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Marlow & District Schools Boathouse 