The General Data Protection Regulations (GDPR) came into force in May 2018. These deal with the treatment of personal data which organisations hold about individuals.
We are required to have your explicit consent to hold that data, explaining to you the form in which we are holding it, why we’re holding it, and when we will delete it.
You are entitled to ask to see what information we hold about you and have the right to ask for inaccuracies to be corrected.
What information do we hold?
We hold the following information about members (and in some cases their parents).
- Medical issues
- Phone number
- Email address
- Bank account details (for paying subs)
- Training scores
- Training availability
How do we hold it?
This Information may be held in one or more of the following formats:
- On Basecamp (Juniors, parents, coaches)
- On paper (eg membership forms and some training records)
- On Club Officer files (eg Junior Coordinator’s records / Junior Membership Officer’s records)
- On the Rob Roy BC website
- On Google Drive
- On Facebook, Instagram and Twitter accounts
Why do we hold it?
We hold the information for the following purposes:
- Health, safety, and welfare, particularly of juniors
- Communicating with members about arrangements, events and briefings
- Training performance monitoring
- Publicising the Club
Is the information securely held?
As far as we are aware, all the digital information is held in password-protected form and benefits from the protection put in place by platform providers such as the banks, Basecamp, Google etc. Information on paper is held in files at the homes of the Club officers and is, therefore, as secure as any of their own private papers.
When will we delete your information?
We will delete all the information we hold about you when you leave the Club, except for your name and email address as we would like to be able to contact you about future events. Your photos will also stay as part of the Club’s archive.
We will never pass your information to a third party without your explicit prior consent