Data Protection Policy
Maldon Little Ship Club Data Protection Policy
About this policy
This policy explains when and why we collect personal information, how we use it and how we keep it secure, and your rights in relation to it.
We may collect, use and store your personal data, as described in this Data Protection Policy, and also as described when we collect data from you.
We reserve the right to amend this Data Protection Policy from time to time without prior notice.
You are advised to check our website www.mlsc.org.uk or our Club noticeboard regularly for any amendments (but amendments will not be made retrospectively).
We will always comply with the General Data Protection Regulations (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk ). For the purposes of the GDPR, we will be the "controller" of all personal data we hold about you.
Who we are
We are Maldon Little Ship Club, a sailing and motor boating club based at The Hythe, Maldon, Essex.
Our website address is: http://www.mlsc.org.uk.
Our contact email address is: firstname.lastname@example.org
What personal data we collect and why we collect it
The Maldon Little Ship Club (MLSC) will use personal data for the purposes of member's involvement in club activities. Information about the club will be distributed by post, email/MMS, online or phone.
Additional data may be required for certain activities e.g. age, if a Cadet Member.
Data will be processed strictly in accordance with current DPA in the legitimate interests of the running of the Club
Type of Information
Legal basis of processing
Member's name, Title, address, telephone numbers, email address/es, occupation.
Managing the Member's membership of the Club.
Performing the Club's contract with the Member. For the purposes of our legitimate interests in operating the Club.
Member's name, boat name and sail number
Inclusion in the Boat Register within the Members Only area on the website.
For the purpose of our legitimate interests in operating the Club
Mobile phone numbers, Member's name and boat name.
Collected for events and shared between those organising and participating
For the purpose of our legitimate interests, ensuring that boats can communicate and co-ordinate during events.
Photos and videos of members and their boats
Displaying on the Club's website, social media pages, newsletters, notice boards and using in press releases.
For the purpose of our legitimate interests in promoting the Club, its events and its members and promoting the sport of sailing in general.
How we store your data
Data provided by you on a membership application form will be stored by the Membership Secretary in a computer database such as SailingClubManager and in hard copy if necessary.
Data provided by you with respect to your boat(s) will be made available to the Racing and Cruising Captains if required for Club based sailing activities.
Other possible sources and use of your data
Images with embedded location data (EXIF GPS) included (photographs taken on smartphones often have this information embedded), can potentially be downloaded by visitors to a website and have location data extracted. We therefore avoid uploading these types of image files to our website.
Data and information, i.e. name and email address, provided in an on-line contact form, e.g. Contact Us or on-line ordering of merchandise, will be forwarded to the Officer to whom the message is directed or to the Merchandising Officer and may be stored on a non-public computer and used, as necessary, by Club officers for communicating with the sender and the running of the Club. Non-members data will be deleted on completion of any correspondence.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behave in the exact same way as if the visitor has visited the other website, e.g. Weather applications.
Who we share your data with
We will not share your data with any third party. Your data may be shared between officers of the Club to enable them to maintain the organisation and the activities of the Club.
Your name and your boat(s) will be displayed in the Boat Register within the Members Only, password protected, section of the website.
Your name and contact details may be shared with other Club members for the purpose of 'berths wanted/berths offered' if you request this facility.
How long we retain your data
We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as is necessary to comply with our legal obligations, and for our legitimate interests in managing the Club (for example, re-joining members are not normally charged a new entry fee and thus it is necessary to ascertain whether someone applying for membership has been a member in the past). We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.
Where we send your data
Your data will be held within the Club and will not be sent or shared with any third party.
Your contact information
Your contact information will only be used for communication purposes i.e. newsletters, sailing & social events and programmes, subscription reminders, local Notices to Mariners, important or urgent news etc.
How we protect your personal data
We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
What rights you have over your data
You have rights under the GDPR:
- The right to be informed.
You have the right to be told how we will use your Personal Data which is set out in this notice.
- The right to access your personal data.
You have the right to ask us to provide you with a copy of your Personal Data. We will supply any information you ask for as soon as possible but may take up to 1 month once we are satisfied as to your identity.
- The right to have your personal data corrected.
If you believe our records are in accurate you have the right to ask for those records concerning you to be updated.
- The right to have your personal data erased in certain circumstances
In some cases, you have the right to be forgotten (i.e. to have your Personal Data deleted from our database)
- The right to restrict processing (limiting how we use your data).
In certain situations, you have the right to ask for processing of your Personal Data to be restricted because there is some disagreement about its accuracy or legitimate usage.
- The right to data portability.
You have the right to request the Personal Data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party in certain situations.
- The right to object (when we must stop processing your data).
You have the right to object to us processing data purely for our legitimate interests. If you make such a request, we must stop processing your Personal Data unless: we can demonstrate compelling legitimate grounds for the processing, which override your interests, rights and freedoms; or the processing is for the establishment, exercise or defence of legal claims.
- The right not to be subject to automated decision making including profiling (making a decision solely by automated means without any human involvement).
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you. MLSC does not undertake automated decision making or profiling.
You have the right to take any complaints about how we process your personal data to the Information Commissioner:
Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
Tel. 0303 123 1113. Website https://ico.org.uk/concerns/
For further information on each of those rights, including the circumstances in which they apply, please see the Guidance from the UK Information Commissioner's Office (ICO) on individuals' rights under the General Data Protection Regulation.
Last updated 09:07 on 28 April 2022