1 About this Policy
a. This policy explains when and why
we collect personal information about our members, how we use it and how we
keep it secure and your rights in relation to it.
b. We may collect, use and store your
personal data, as described in this Data Privacy Policy and as described when
we collect data from you.
c. In the event that inaccurate data
is recorded, such inaccuracies will be amended by the Club and any other
relevant parties notified immediately. However, members will have the
opportunity to update and amend data themselves online from the member portal
within Clubmate.
d. We reserve the right to amend this
Data Privacy Policy from time to time without prior notice. You are advised to
check our website (www.whiteswanpiscatorials.org.uk) or our Club noticeboards
regularly for any amendments (but amendments will not be made retrospectively).
e. We will always use our best
endeavours to comply with the General Data Protection Regulation (GDPR) when dealing with your
personal data. Further details on the GDPR can be found at ico.org.uk. For the purposes
of the GDPR, we will be the “controller” of all personal data we hold about
you.
2 Who are we
We are The White Swan Piscatorials Ltd (WSP), referred to herein
as the Club. (Under GDPR, WSP are the “Controller” of member data)
3 What information we collect and why
a. Data
i. We collect Member name, address, date of birth, telephone
numbers and email address to enable the Club to manage Member’s membership of
the Club in accordance with the various categories of membership available.
ii. 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.
iii. You have the right to have your personal data erased in
certain circumstances (please note that if you elect to have your personal data
erased this will immediately terminate your membership at no cost to the Club)
b. Photos/Video
i. Photos and videos are often used on the Club website or
social media pages for the purpose of promoting the Club profile. We will seek
the Member’s consent prior to taking and subsequently using any images on any
club publication, club website or social media pages. Parental consent for
Members under 16 years of age will be obtained prior to any photos or videos
being recorded where children may appear. Consent relating to photos or videos
may be withdrawn at any time by contacting the Club by email or letter.
Bank info.
i. We do not store any sensitive bank
information of Members or other person making payment to the Club. They are all
stored by and processed by a third party payment provider Stripe who are fully
regulated by the Financial Conduct Authority (FCA)
ii. PCI Compliance. In compliance with
the new PCI regulations, we are un-able to capture bank card details over the
phone, face to face or via post.
4 How we protect your data
a. To protect members’ data it is
stored within a third party management platform 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.
This data is always held securely by their highly regulated payment
partner Stripe.
b. We will notify you promptly in the
unlikely event of any breach of your personal data which might expose you to
serious risk.
c. Where a Member suspects a breach of
data protection has arisen, the Member must immediately bring this to the
attention of the Club Secretary.
d. You have the right
to take any complaints about how we control your personal data to the
Information Commissioner: For more information visit www.ico.org.uk
5 Who else has access to the
information you provide
We will never sell or rent your personal data. We will not share
your personal data with any third parties without your prior consent (which you
are free to withhold) except where we are required to do so by law or as set
out above.
6 How long do we keep your information
i. We will hold your personal data
electronically within the Clubmate system for as long as you are a member of
the Club and for as long afterwards as it is in the Clubs’ legitimate interest
to do so or for as long as is necessary to comply with our legal obligations.
We will review your personal data every year to establish whether it can
continue to be processed. If we decide that we cannot continue to allow it to
be processed, we will stop any processing of your personal data
ii. Information held for members who
don’t renew their membership will be deleted from the database 12 months
following their lapsed membership with any written material also appropriately
and securely destroyed.
iii. Clubmate Accounts
inactive (i.e. No memberships added and paid for) for twelve months from the
date they were opened will be closed and all personal data held within them
deleted.
7. Cookies
a. White Swan Piscatorials Website
Our website makes use of cookies to collect information about
our visitors through Google Analytics. A cookie is a small amount of data that
is sent to your and stores on your computer’s hard drive. Google Analytics is a
simple, easy-to-use tool that helps website owners measure how users interact
with website content. The data collected may be used to customise the content
on our website to make for the best experience for users when visiting our
website.
Wsp.fishing@gmail.com
January 2023