Privacy Notice

Bromley Canoe Club Privacy Notice

This privacy notice tells you about what we do with all the personal information we collect about you both in our activities in running the club for members and in managing this website.

What Information Do We Collect?

When you visit for the first time, we will collect information about your name, address, contact details (email/phone) and any medical issues you may have. If you are under 18 we will also collect parents’/guardians’ contact details.

If you then decide to become a member, our membership form includes the same information.

If you fill in the form on our website, we will keep these details only to answer your queries.

Categories of information we process:

  • Correspondence between us and you, including emails
  • Trips and event information
  • Discussions and decisions that may relate to you
  • Membership applications and payment
  • Consent / health forms
  • Safeguarding information – data necessary for us to ensure the safety and wellbeing of children and vulnerable people
  • Pool yellow t-shirt

Sending you news and information

Important Notice About Photography and Video:

All club members are encouraged to take video and photos whilst paddling so that we can share our love and enjoyment of this most excellent of sports. Club members are encouraged to share photos with us and we will often publish them on our website or share them on facebook or twitter. Bromley Canoe Club is only responsible for the images it posts on its own managed sites and website pages. We will proactively publish photos taken on trips and in the open environment. If you wish to object to a photo or video that has been published please email secretary@bromleycanoeclub.org.uk and we will remove it.

What Do We Use Your Information For?

We use your information to manage your membership with us and, if you are not a member, to send you updates and information about the club.

The information we collect will only ever be used to:

  • Manage the membership database, including recording information about your coaching and paddling qualifications
  • Record payments and manage attendance at club events and trips
  • Run the pool sessions and ensure we have information about you in case of emergency (if under 18) and to keep records about the first 5 ‘taster’ sessions in order to comply with our insurance obligations for our British Canoeing Club insurance scheme
  • Email you about events or other information about the club
  • If you are an officer of the club, a coach, or have volunteered to be ‘in loco parentis’ on a trip we may use your information to complete a disclosure and barring service check

The club keeps records of trips, attendance and photos in order keep a historical record of the activities of the club, also financial information of payments and transactions. We will only keep information for as long as necessary.

Who Do We Share Your Information With?

The information we hold about you will only ever be used by the committee and others co-opted to help manage and run the club including events and trips and will not be shared outside the club without your express permission.

If you are an officer of the club (ie work on the committee), you are a coach or you are asked to support children on a trip, we may make an enquiry to the disclosure and barring service (commonly known as a DBS check). All this information is kept securely by the welfare officer and notifications will only be shared within the committee.

We use several services to store your information:

Our membership database is held in the UK and is stored in WebCollect. You can read their privacy policy here.

When booking on trips you can do so directly through the website and you will be required to enter your email address and home address to process the booking. This information is held securely in our UK datacentre using software we have bought and manage ourselves.

We use Mailchimp to send out club emails to everyone on our mailing list. Your email is stored on Mailchimp servers in the USA, which is outside the European Economic Area.  In order to comply with UK & European data protection legislation, Mailchimp are part of the EU/US Privacy Shield scheme which requires companies to provide the same level of protection to our personal data as within Europe. You can read about Mailchimp’s data protection compliance here https://kb.mailchimp.com/accounts/management/about-mailchimp-the-eu-swiss-privacy-shield-and-the-gdpr 

We use DutyMan, a UK based online diary system, to manage our front desk and yellow t-shirt diary and reminder service.

Our emails will always allow you to opt out of receiving further information.

Your Rights

You have the right under data protection legislation to:

  • Have a copy of all the information we hold about you
  • Restrict our use of your information
  • Have your information erased (known as the right to be forgotten)
  • Have your information corrected

If you wish to exercise any of the above rights please contact the secretary.

If you feel we have not properly excercised those rights, or you have a more general complaint about the way we use your information, you can complain to the information commissioner. Please use their website here.

What is the Lawful Basis For Using Your Information?

The law requires that we have a specific lawful basis to process your information.  Our lawful basis for processing your information is that it is in the legitimate interests of the club. Without having details of who you are, whether you have paid etc. it will not be possible to administer the club.

Our Use of Cookies

This website uses cookies to better the users experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer / device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer / device.

Cookies are small files saved to the user’s computers hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.

Tracking Software

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google’s privacy policy here for further information.

Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.

External Links

Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website.

Bromley Canoe Club cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Social Media Platforms

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. Bromley Canoe Club will ever ask for personal information through social media platforms and encourage users wishing to discuss sensitive details to contact us through the secretary or committee.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Shortened Links in Social Media

Bromley Canoe Club may share web links to relevant web pages. By default some social media platforms shorten lengthy urls [web addresses].

Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore Bromley Canoe Club cannot be held liable for any damages or implications caused by visiting any shortened links.

 
v1.1
24/05/2018
Bromley Canoe Club