Lanhydrock Angling Association want to make sure all the personal information we have collected about our members is safe and secure. This includes data held in paper form, electronic form, e-mails and data collected from our social media pages and the tools we use when you join and renew membership.
This Policy set outs our commitments to you, in compliance with the General Data Protection Regulation (commonly known as the GDPR) and explains how we collect, store and use your personal information. We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we not required to do so, but our Club Secretary has overall responsibility for data protection compliance in our organisation. If you have any questions about this Policy or what we do with your personal information, their contact details are shown in the adjacent contact section.
Collecting specific, relevant personal information is a necessary part of us being able to provide you with any services you may request from us or in providing services to our members – and simply managing our relationship with you. Because we hold or use your personal information we are providing you with this privacy notice which sets out what information we hold about you, how your personal information may be used and the reasons for these uses.
How we collect Personal Information
We collected personal information from you in 2 ways:
- Members of Lanhydrock Angling Association before 1/1/21 will have been asked for their permission to share their contact details with the new Club, formed on 7/1/21. Members will have been contacted by that Club’s secretary and their explicit permission sought to share their contact details with the new Club.
- New members thereafter will have provided their contact details and given permission when they enrolled as new members on whichever membership platform was being used at the time, and this Privacy Notice will have been shown and the member agreed the content.
What information we collect and why
We ask Members to provide photos of the Club’s water and any notable catches. It is assumed that Members upload these with the permission of any person included in a picture, including direct uploads to Google Docs, and all our Social Media presences.
How we protect your data
Member’s data is stored in 2 ways:
- The Club Officers, namely the Hon. Secretary and the Hon. Treasurer (and Membership Secretary) may hold electronic copies of Members data on their own home computers. These machines will be running a recognised anti-virus software and all possible care will be taken to ensure the security of any electronic records.
- Members will use the Club’s management platform to administer their information on a system called Clubmate. Clubmate Ltd have in place physical, electronic and managerial procedures to safe guard and secure data at all times. All club & member information is stored & maintained with multi-layered security provided by Microsoft Azure across physical data centres, infrastructure and operations. And when data is transferred between the Clubmate server and the user’s computer(admin/member), it uses the same SSL technology as banks and financial institutions to ensure it remains protected. No sensitive financial information (bank details, debit or credit card information etc) is ever seen, stored or transmitted by the Club or Clubmate.
Third Party Websites
How to access or remove your data
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 be responded to 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