Rotary Club of Grays, Thurrock Privacy Policy

Last Updated: May 19, 2018
 
 
 
The Rotary Club of Grays, Thurrock
 
Privacy Notice
 
The Rotary Club of Grays Thurrock promise to respect the confidentiality of any personal data you share with us, and keep it safe. And we will always make every effort to protect your privacy. We pride ourselves on our honesty and openness and will always be clear how, when, and why we collect and process information.
 
  1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation and the current Data Protection Act (the “GDPR”).
 
  1. Who are we?
The Rotary Club of Grays Thurrock (“the Club”) is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.
 
  1. How will we collect personal data?
You are under no obligation to disclose any personal information to us at any time. We collect information you provide directly to us. You may be asked to give your name, e-mail address, mailing address, and any other information you choose to provide for the purpose of our activities.
 
  1. Information we collect automatically when you use our website and services
When you access or use our website our system software provider, ClubRunner may automatically collect information about you, including:
  • Log Information: We log information about your use of the Website, including the type of browser you use, access times, pages viewed, your IP address, your general location, and the page you visited before navigating to our Services.
  • Device Information: We collect information about the computer or mobile device you use to access our Services, including the hardware model, operating system and version.
  • Cookies: ClubRunner uses cookies to store your login session and other information to make your navigation of our Services easier. More information on cookies is available below.
 
  1. Use of Cookies and Other Tracking Technologies
 Our website uses "cookies" which are small files containing pieces of information that are stored by your browser on your computer's hard drive. Most Web browsers automatically accept cookies, but if you prefer, you can set your browser to block them. Our cookies can contain information such as your user ID that our website uses to recognise you. Our cookies cannot read data off your hard disk or read cookie files created by other sites. The only personal information our cookies contain is the information you provide yourself. When you enter personal information on our website, your personal information will be linked to the cookie we save on your computer. If you do choose to delete your cookie, you may not be able to use the administrative features of the website.
 We use Google Analytics to track how visitors interact with our website, analyse where traffic is generated from and collect information related to general site engagement.
 On customer websites, where you engage with social share buttons (eg: Facebook Like Button or the share content buttons), the services that manage the social platform you get directed to may use cookies. ClubRunner is not affiliated with any of these services and all legalities surrounding the use of cookies are thus under the policies set by the social media platforms.
 
 
  1. How do we process your personal data?
The Club complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes: –
  • To enable us to run events and activities;
  • To administer membership records;
  • To fundraise for charitable purposes;
  • To manage our volunteers;
  • To maintain our own accounts and records (including the processing of gift aid applications);
  • To inform you of news, events, activities and services run by the Club or by others which we think may interest you.
 
  1. What is the legal basis for processing your personal data?
  • Your explicit consent to us using your personal data for the purposes above.
  • Processing is necessary for carrying out legal obligations.
 
  1. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the Club in order to carry out the purposes above. We will only share your data with third parties with your consent.
 
 
  1. How long do we keep your personal data
We keep data until we believe you no longer wish to be involved with the purposes above or you tell us you no longer want us to hold it.
Specifically, we retain gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate.
 
 
  1. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –
  • The right to request a copy of your personal data which the Club holds about you;
  • The right to request that the Club corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for the Club to retain such data;
  • The right to withdraw your consent to the processing at any time
  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable).
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (where applicable).
  • The right to lodge a complaint with the Information Commissioners Office.
 
  1. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
 
 
  1. Complaints
To exercise all relevant rights, queries of complaints please, in the first instance, contact the Hon. Club Secretary via our email address on http://www.graysthurrockrotary.org.uk/ or by post to The Rotary Club of Grays Thurrock, FAO The Hon. Secretary, c/o Orsett Hall, Prince Charles Avenue, Orsett, Grays, Essex RM16 3HS.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/  or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.