Privacy Policy
Hayle Pilot Gig Rowing Club CIO (“the Club”) is committed to respecting your privacy. This policy explains how we handle your personal information before, during and after your membership of the Club. It applies to:
A Individuals who are in the process of becoming, are currently, or who have been members of the Club;
B Individuals or business who are who have been Friends of Hayle (“FOH”).
When we refer to “we” or “us” in this policy we are referring to the Club, whose registered charity number is 1203773.
1. Using your personal information
We only ever use your personal data if we are satisfied that it is lawful and fair to do so. When we process your personal information, it will be because:
- you have consented to the processing for the specific purposes described in this policy;
- it is necessary in order to enter into, or perform, a contract with you;
- we need to use it in order to comply with a legal obligation; or
- it is necessary in pursuit of a “legitimate interest”. A legitimate interest in this context means a valid interest we have or a third party has in using your personal data which is not overridden by your interests in data privacy and security.
We will only collect and use any special categories of personal information if we have your explicit consent.
2. Information we collect and process
2.1 Membership subscriptions
When you apply to become a member of the Club, we will collect your name, address, your email address and telephone number, and payment details, in order to process your application. We will use this information to
2.1.1 acknowledge your application and payment;
2.1.2 to comply with our record-keeping obligations;
2.1.3 to communicate with you in operating the services provided by the Club, to include processing your personal information using third party apps such as Whatsapp & Spond; and
2.1.4 otherwise communicate with you according to your stated preferences.
2.2 Donations
When you make a remote donation to us, we will collect and record your name, address, your email address and telephone number so that we can properly record and process the payment, know who has made the donations and otherwise comply with our legal obligations.
2.3 Marketing
We would like to keep in touch with you about the events that we participate in, fundraising activities, to keep you informed about the Club’s progress, and ways in which you can support us. We will only send you marketing communications by email, with your consent. You can opt out of email marketing by replying to this effect to any marketing emails sent to you, or you can contact us (see the ‘Contact Us’ section below) at any time to opt out, change your contact details or to update your communication preferences.
2.4 Photographs & Videos.
We will always ask for your consent to use your image to help us promote the Club, our events and our activities. For example, for members, this may include using your likeness and or name on social media to promote events that the Club participates in. For FOH, this may include using your name on social media to thank you for a donation. If you use social media to publicly share information about fundraising activities you have done for us, we may share this information on our own social media platforms (Currently, Facebook, Twitter and Instagram).
2.5 Queries and complaints
If you contact us by email using the contact details below, we will use the personal information you provide to us (for example, your name and the name(s) of any other individuals involved) in order to process your query or complaint and respond to you.
Where we consider it necessary to comply with our legal obligations, or where we have a legitimate interest, we may also share this information with partner organisations, the CPGA, public services, local authorities or regulators such as the Fundraising Regulator and the Charity Commission. We will not share your personal information with any third parties without informing you and, where appropriate, obtaining your consent. We will keep a record of our correspondence or discussions with you in order to deal with any follow-up questions you may have. We may also use this information for our own internal research and reporting purposes and, wherever possible, we will remove any information which could be used to identify you.
3. Sharing your personal information
We will never sell your personal data or share it with third parties who might use it for their own commercial purposes. We will only disclose your personal information to other third parties:
- where you have given us consent to share the information with the specific third party;
- if we are under a legal duty to disclose or share your personal information, for example, if required to do so by a court order or for the purposes of prevention of fraud or other crime;
- in order to enforce any terms and conditions or agreements between us;
- to protect our rights, property and safety, or the rights, property and safety of others (this includes exchanging information with other companies, organisations and regulators for the purposes of fraud protection and credit risk reduction).
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. For example, we may share anonymised results of research that we carry out into the use of our services with third parties such as funders.
4. Use of Cookies
Cookies are small, often encrypted text files, downloaded to a device when a user accesses certain websites. Cookies allow a website to recognise a user’s device and are used by website developers to help visitors navigate websites efficiently and perform certain functions. Most web browsers automatically accept cookies but you may disable cookies on your web browser to prevent this.
We use cookies to: (i) Estimate our visitor size and patterns (ii) Understand visitor preferences to update and improve our website. If you do not wish to have cookies stored on your computer you may change your web browser settings to refuse cookies or to notify you when you receive a cookie. Please note that some areas of our website may not function properly, or may function more slowly as a result of disabling cookies. Cookies do not allow this website to access personal information that you have not already provided.
5. Transferring personal information outside the EEA
We do not transfer the personal information you give us to countries outside the European Economic Area (EEA).
6. Data retention
We will only retain your personal information for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements, and in accordance with our data retention policy.
To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Our default retention periods may be extended or reduced if we deem it necessary, for example, to defend legal proceedings or if there is an on-going investigation relating to the information.
We review the personal data (and the categories of personal data) we hold on a regular basis to ensure the data we are holding is still required and is accurate. If we discover that certain data we are holding is no longer necessary or accurate, we will take steps to correct or delete the data.
Please contact us if you would like more information on how long we keep your personal information.
7. Your rights
7.1 Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Ask us to correct personal information that we hold about you which is incorrect, incomplete or inaccurate.
- Ask us to erase your personal information from our files and systems where there is no good reason for us continuing to hold it.
- Object to us using your personal information to further our legitimate interests (or those of a third party) or where we are using your personal information for direct marketing purposes.
- Ask us to restrict or suspend the use of your personal information, for example, if you want us to establish its accuracy or our reasons for using it.
- Ask us to transfer your personal information to another person or organisation.
If you want to access, correct or request restriction or erasure of your personal information, or to object to us using your personal data, or request that we transfer a copy of your personal information to another party, please contact haylegigclub@googlemail.com or Treloweth House, Cort Simmons, Pool, Redruth TR15 3PP in writing.
7.2 If you have given your consent to us processing your personal information, you have the right to withdraw your consent at any time. To withdraw your consent, please contact us. Once we have received notification that you have withdrawn your consent, we will no longer process your personal information and, subject to our retention policy, we will dispose of your data securely.
7.3 You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
8. Contact us
If you have any questions about this privacy notice or how we handle your personal information, please contact us by email at haylegigclub@googlemail.com or by writing to us at Treloweth House, Cort Simmons, Pool, Redruth TR15 3PP.