General Data Protection Regulation 2018 - statement approved at aGM January 2025
Manor Walking Club: General Data Protection Regulation (GDPR)
PRIVACY NOTICE FOR CLUB MEMBERS
This notice explains how we may use personal information we collect before, during and after your membership with us. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection (GDPR) we will be the controller of any of your personal information.
References to we, our, or us in this notice are to the Manor Walking Club. The Club Committee has responsibility for GDPR compliance in the Manor Walking Club.
1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU:
What |
Why |
Shared with Members |
Your Details |
Name |
To identify you |
YES |
|
|
As your primary method of contact |
YES |
|
|
|
|
|
Telephone |
In case we need to call you urgently, and to set up Whatsapp group |
YES |
|
|
|
|
|
Name of Emergency Contact |
|
NO |
We ask you to carry this information on your person. |
Telephone Number of Emergency Contact |
|
NO |
We ask you to carry this information on your person. |
Address |
In case we need to help you or your emergency contact with transport or write more formally to you. |
NO |
|
|
|
|
|
Records of your communications such as emails |
To enable us to deal with any subsequent issues |
NO |
Club Generated
|
Images/videos/recordings |
For social and Club information and enjoyment |
YES |
Club Generated
|
Grievance or disciplinary issues |
In the event of a problem, records of outcomes may be kept in case matters recur or escalate. |
NO |
Club Generated
|
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WHERE/HOW WE COLLECT YOUR INFORMATION
2a) Personal information (name, address, email, phone) was collected from you when the Manor Walking Club was formed from the pre-existing Manor Gatehouse Club. Any new members will be required to provide this as a condition of membership.
If you are providing us with details of family members and emergency contacts, they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice them. They also have the same rights as set out in the “Your rights in relation to personal information” section below.
Where you give us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us.
Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on basis other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we circulate walk details and notes concerning hazards by email in advance of walks.
2b) Our records of walks: We usually record the routes taken and save these in our Archive in the form of maps and GPX files. In addition, Club members often take photographs of the scenery and of the walking group. These photographs are displayed in the Members' Gallery which is password protected. Our Guidelines for the Gallery are displayed here. The images are generally kept for no more than a year. If you do not wish to be included in any such photographs then please either inform our membership secretary in advance or inform the walk leader on the day. If you do not express such a wish then we will take it that you have agreed that you can be included.
3. DIRECT COMMUNICATIONS
From time to time, we may contact you by email, Whatsapp, phone, or SMS with information about the Club and its activities.
4. DISCLOSURE OF YOUR PERSONAL INFORMATION
We may share personal information with the following parties:
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Any party approved by you: for the purpose of the Club, it is assumed that you are happy to share some details with other members as per the table above.
-
The Government or GDPR regulators: where we are required to do so by law or to assist with their investigations.
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Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.
5. STORING YOUR PERSONAL INFORMATION (AND INTERNATIONALLY)
Our Membership Secretary will keep a master copy of your personal information. This may be used by the committee for Club purposes as required. The information will be kept on secure computers or servers.
6. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 3 years after your last contact with us or the end of your membership. Exceptions to this rule are:
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Details regarding unsuccessful membership applicants where we hold records for a period of not more than 3 years
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Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.
-
Past emails and correspondence that includes your details in which it is unreasonable to remove your details.
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Photographs of activities may be kept in perpetuity but not normally for more than one year.
It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address.
7. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION
You have the following rights in relation to your personal information:
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the right to be informed about how your personal information is used;
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the right to access the personal information we hold about you;
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the right to request the correction of inaccurate personal information we hold about you;
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the right to request the erasure of your personal information in certain limited circumstances;
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the right to restrict processing of your personal information where certain requirements are met;
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the right to object to the processing of your personal information;
-
the right to request that we transfer elements of your data either to you or another service provider; and
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the right to object to certain automated decision-making processes using your personal information.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
To exercise any of the above rights, or if you have any questions relating to your rights, please contact the committee.
If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We encourage you to contact us to resolve your complaint first.
8. CHANGES TO THIS NOTICE
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.
9. CONTACTING US
Please either email a committee member directly or use the 'Contact Us' form on the Club website.
DATE:16/11/2024