DATA PROTECTION POLICY: LAST UPDATED MAY 2018
Sons of the Thames Rowing Club ("Sons") is committed to protecting your privacy and controlling and processing your personal data in accordance with the General Data Protection Regulation ("GDPR"). This statement explains how the information we collect about you/you and your child is used.
SONS is the owner of www.sonsrowing.com and the website which it maintains, it also maintains its membership database.
THE INFORMATION WE COLLECT ABOUT YOU: We will collect the following information about you through our annual membership registration process:
- your name, email address, postal address;
- your British Rowing Membership number;
- your date of birth;
- emergency contact details;
- any medical information you have provided about yourself
- your payment information and bank account details (Treasurer use only)
This information is held in both hard and soft copy format. We aim to move to exclusively soft copy format in time. We aim to store all your personal data in the UK.
We will ask you to update your personal data each year when you renew your membership. You can change the personal data and the consents you give at that time, and otherwise any time by email to the Club Committee by email at email@example.com. We will hold your personal data for up to 5 years after you cease to be a member and use such data for the Permitted Purpose unless you expressly ask us not to keep it.
In addition, personal data about coaches and any other paid staff or employees is held for 7 years after they have ceased to work for the club.
HOW WE USE YOUR INFORMATION ("the Permitted Purpose") We may use the personal information you provide to us for a number of purposes, including to:
- deal with your requests and enquiries;
- training programmes and performance
- crew selectiom
- maintain communication with you about your membership fees and process your payments;
- notify you about club events;
- keep in touch about our news or update you prior to or at a competitive event;
We will manage personal data about our coaches and any other paid staff for contractual, financial reporting and other purposes associated with their terms of engagement.
PROTECTING YOUR INFORMATIONThe data that we collect from you is hosted on third party servers, such as mailchimp, gmail groups and DropBox, via SONS Business Account and the secure finance systems used from time to time by SONS Treasurer and SONS committee members. By submitting your personal data, you agree to this transfer, storing and/or processing.
Coaches are also given access to prior experience, performance information, contact details and medical conditions.
We will take all reasonable steps to ensure that your data is treated securely and in accordance with this policy including the number of people who may access it.
Unless you tell us not to, we will communicate by email with you. Email communications are not intrinsically secure. As such we cannot guarantee the security of any information you send to us or we send you via email.
In the event of a loss of your personal data or other data breach, we will contact you as soon as possible using your emergency contact details or email.
CONTACTING YOU We will use the contact information you have provide on your membership form or as you may otherwise provide to us. We may also communicate with you via WhatsApp or such other technology from time to time for the Permitted Purpose.
Sons of the Thames Rowing Club aims to take reasonable steps to allow you to correct, amend, delete, or limit the use of your Personal Data.
If you wish to be informed what Personal Data we hold about you and if you want it to be removed from our systems, please contact us.
You have the right to data portability for the information you provide to Sons of the Thames Rowing Club. You can request to obtain a copy of your Personal Data in a commonly used electronic format so that you can manage and move it.
Please note that we may ask you to verify your identity before responding to such requests.
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