GDPR - Data Protection Regulations
Privacy Policy
About this Policy
This policy has been produced in order to explain how St Francis Social & Sports
Club (the Club) will process the personal information of the members in order to
comply with the Data Protection Act 2018. As the Club receives Members’ personal
data and is in a position to decide what they do with it. The Club is deemed a ‘Data
Controller’ under the law. Further details on the Data Protection Act 2018 can be
found at the website for the Information Commissioner (www.ico.gov.uk).
We reserve the right to amend this Data Protection Policy from time to time without
prior notice. You are advised to check our Club notice board regularly for any
amendments. We will only share your personal data with any third parties as outlined
below.
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Responsible Person
The guidance issued by the Information Commissioner recommends that Data
Controllers appoint a responsible person in order to help to monitor internal
compliance, inform and advise on data protection obligations, provide advice on
Data Protection Impact Assessments (DPIA), and act as point of contact for the ICO
and individuals. The Honorary General Secretary will carry out this role on behalf of
the Club.
Member's Rights
You have rights under the Data Protection Act:
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To access your personal data
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To be provided with information about how your personal data is processed
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To have your personal data corrected
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To have your personal data erased in certain circumstances
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To object to or restrict how your personal data is processed in certain
circumstances
For more details, please address any questions, comments and requests regarding
our data processing practices to the Honorary General Secretary.
Specific use and sharing of personal information
In general your personal data will only be used for the purposes of membership
management (renewals etc.) and your email and telephone numbers may be used
for communication about news relating to the Club. Your personal data will not be
passed to anyone else outside the Club and your email will only be given to
someone outside the Club with your permission.
The Lawful reasons for processing your data.
Processing of your data is necessary for the administration of your membership,
Club bookings and rentals etc.
Data processed as a requirement of managing your membership.
Processing of your data is necessary for the administration of your membership,
Club bookings and rentals etc.
Data processed with your consent
The Club will seek consent in the annual renewal application form before processing
any information.
Enquiries and other communications with the club
Any emails and other communications with the Club will only be retained for a period
of time appropriate to the content or request. Club emails will be purged on a regular
basis.
How we protect your personal data
The Club will process membership information electronically and hold all information
on a database on the Club’s computer which is secure A backup of this information
will be held and paper copes of data will be held in the Club office which is secured.
For any on-line payments which we take from members and customers we will use a
recognised online secure payment system.
In the unlikely event of a breach of the security of data we will notify members
promptly and we will never sell or pass on your personal data.
Request to see your personal information
If you wish to know what personal data the Club holds please email the Honorary
General Secretary and they will respond within 14 days of the request (depending on
availability).
Accuracy and retention of data
Each individual member is responsible for keeping the Honorary General Secretary
informed of changes to their data (e.g. address/telephone number etc. and this is
updated at least once a year at renewal and you are at that time authorising the Club
to hold such data on file.
Data is kept on file at the Social Club Office The data will be normally be kept for up
to.7 years). It may be kept for a longer period for reasons of legal and civil action or
other ongoing case management. Name, address and length of membership will be
kept for up to 30 years for management of historical insurance claims.
All correspondence including e-mail will be deleted when the details held are no
longer relevant.
CCTV Images
CCTV is used to record activities in and around the Club in the interests of safety
and crime prevention. All images are stored onsite within the Club Office. The
images/data are stored for 30 days and then these are over written.
For these reasons the information processed may include visual images, personal
appearance and behaviours. This information may be about club members,
guests/customers and offenders and suspected offenders, members of the public
and those inside, entering or in the immediate vicinity of the area under surveillance.
Where necessary or required this information is shared with the data subjects
themselves, employees and agents, service providers, police forces, security
organisations and persons making an enquiry.
Cookies
What are cookies And How Do We Use Them?
Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our website, we may collect information from you automatically through cookies or similar technology, if you have agreed to accept them.
We use cookies in a range of ways to improve your experience on our website, including:
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Keeping you signed in
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Understanding how you use our website
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The content you viewed
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The links you followed
We also collect information about:
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Your browser
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Your device
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Your IP address.
