Privacy Notice

Bromley Canoe Club Privacy Notice

Bromley Canoe Club has been in existence since 1974 and is an affiliated Club to Paddle UK.  This privacy notice explains how we collect and use (or process) your personal data in managing and running the Club.  Bromley Canoe Club is a not-for-profit organisation and is affiliated with Paddle UK as an Adult canoe club with a Youth section.

Within the meaning of the UK General Data Protection Regulation, Bromley Canoe Club is the Controller of your personal data.

Paddle UK are independently responsible for the data they collect and use about you and you can read this privacy notice here – Privacy Centre | Paddle UK

Personal information we may collect from you?

When you sign up for membership or attend one of our events, you may provide us with or we may obtain personal information about you, such as:

  • your personal contact details that allow us to contact you directly such as name, title, email addresses and telephone numbers;
  • your date of birth;
  • your gender;
  • your membership details including start and end date;
  • records of your interactions with us such as telephone conversations, emails and other correspondence with us;
  • any complaint or grievance information;
  • details of your next of kin, family members, and emergency contacts;
  • records of your attendance at any events, courses and/or competitions hosted by us;
  • records of your training, attendance at London Youth Games and your participation in the Jack Petchey Foundation awards;
  • details pertaining to the application, prevention, detection, compliance with, investigation, or enforcement of behaviour or governance, including any breaches of any applicable club regulations or Codes of Conduct; and
  • images of you at events in video and/or photographic form and voice recordings.

Special Categories of personal information 

We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:

  • information about your race or ethnicity, religious beliefs and sexual orientation; and
  • information about your health, including any medical condition, health and sickness records, medical records and health professional information; and
  • information about criminal convictions and offences, including information that may be disclosed by the disclosure and barring service.

Where we collect your information

We typically collect personal information about our members when

  • you become a member of Bromley Canoe Club;
  • when you provide information for taking part in a trip or event
  • when you make a query and/or complaint or when you correspond with us
  • you are providing us with details of referees, next of kin, beneficiaries, family members and emergency contacts

Purpose and lawful basis of the sharing?

The table below describes the main purposes for which we process your personal information, the categories of information and our lawful basis for using it.

Purpose

Personal and Special Category Information Used

Lawful Basis and Exception for Special Category data

Managing the membership database, recording credentials and qualifications, managing trips and events, managing our relationship with member and others (email/messaging services) including payments for membership and some trips and managing pool ‘yellow t-shirt’ duties

Name, Gender, Email Address, Home Address,  Phone, Date of Birth

 

Data concerning health

Article 6(1)(f) – legitimate interests

 

Article 9(2)(d) – not for profit organisation

 

Recording pool and Chipstead attendance sheets for marrying payment records, ensuring records of attendance are maintained on Just Go

Name 

Article 6(1)(f) – legitimate interests

Recording and responding to incidents

Name, gender, age, contact details

 

Data concerning health

Article 6(1)(f) – legitimate interests

 

Article 9(2)(d) – not for profit organisation

 

Recording and managing training for members and arranging repayment of expenses by members for training courses

Name, gender, age, contact details

 

Data concerning health

Article 6(1)(f) – legitimate interests

 

Article 9(2)(d) – not for profit organisation

 

Recording and managing attendance at training and London Youth Games events

Name, Gender, Email Address, Home Address,  Phone, Date of Birth

 

Data concerning health

Article 6(1)(f) – legitimate interests

 

Article 9(2)(d) – not for profit organisation

 

Recording and managing youth member participation in Jack Petchey award scheme, including sharing information with Jack Petchey Foundation

Name, Gender, Email Address, Age, Contact details (and of parents)

Article 6(1)(f) – legitimate interests

Recording and managing weekend and other events, including wider club events (such as socials) and including photography and video

Name, Gender,  Email Address, Age, Contact details (and of parents where relevant), photographs and videos

Data concerning health

Article 6(1)(f) – legitimate interests

 

Article 9(2)(d) – not for profit organisation

 

Collection and management of club membership payments and payments of expenses back to club member relating to membership activities

Name, bank details

Article 6(1)(f) – legitimate interests

Background checks on club members, in particular those that work with Youth Members or Vulnerable members

Name, Passport and proof of address

 

Criminal records and convictions

Article 6(1)(f) – legitimate interests

 

Article 9(2)(g) – substantial public interest and Schedule 1 Part 2 Para 10 of the Data Protection Act 2018

Where we rely on Legitimate Interests we are required to state those interests.

Bromley Canoe Club believes that the processing above is necessary to ensure that the club runs smoothly and efficiently and that we have the correct information to maintain our affiliation to PUK, protect members, improve members paddling skills and look after our members and guests appropriately both on and off the water.

Sharing and storing your information

Bromley Canoe Club uses Just Go, which is a membership database provided by Paddle UK, the National Governing Body.  Paddle UK is a trading name of British Canoeing.  You can find their privacy notice here – Privacy Centre | Paddle UK.

To join our membership database, you first have to register with Just Go database for Paddle UK and then be accepted onto our Club list.  BCC have no responsibility for the personal data used by Paddle UK.  We are only responsible for our use of the personal data in Just Go to manage our contacts/emails to you, membership, qualifications and accreditations, payments and events. 

We may share your information with others when we report incidents to Paddle UK (a requirement of our insurance linked to our affiliation).  Where necessary, we may share your information as part of an investigation into safeguarding issues.

We may also share where there is a legal requirement to do so.

We use Zoho mail and Zoho docs for Committee email and storing club documents.

We use the club website to store and show pictures and videos from various trips over the years.  We also have a Facebook page where members can join a group.  Any pictures posted by members are the responsibility of members and can be removed by them at any time.  Where regards the website, please use the contact details below to make enquiries about removal.

We use WhatsApp groups to communicate and share videos and photographs from trips.  Whilst these are managed by the club, members can remove their photos or ask directly for others to remove them from the relevant groups.  The Club will assist where necessary.

We use DutyMan to manage the pool duty rota.

 

How long we keep your information

Just Go allows you, as a member of Paddle UK, to manage whether you are ‘attached’ to our club or not.  Where you have not renewed your membership we will delink you from our list.  You can ask to be re-added to our list at any time but ultimately it is your responsibility to keep information up to data and to detach yourself from us if you wish.

We keep financial records of payments, attendance on trips and training completed for a minimum of 7 years and where necessary will remove records.  Generally, we only keep the information as long as we need it, and to maintain something of the history of the club for our archives.

Your rights in relation to your information

You have the following rights in relation to your personal information:

  • the right to be informed about how your personal information is being used;
  • the right to access the personal information we hold about you;
  • the right to request the correction of inaccurate personal information we hold about you;
  • the right to request the erasure of your personal information in certain limited circumstances;
  • the right to restrict processing of your personal information where certain requirements are met;
  • 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
  • the right to object to certain automated decision-making processes using your personal information.

Not all of these rights are engaged or absolute and therefore please email us using the details below if you wish to exercise any of them.

Contacting us

If you have any question or you wish to discuss our use of your personal data in any way, please contact chair@bromleycaneoclub.org.uk.

You have the right to complain to the UK Information Commissioner if you feel we have misused your personal data or failed to allow you to exercise any of your rights over our use of your personal data.   You can do this here – Make a complaint | ICO

 
19th October 2024
Bromley Canoe Club