Meridian Canoe Club and Meridian Kayak Club
Who we are and what we do
How we obtain your Personal Data
Why we hold your Personal Data and how we use it
The legal basis for processing your Personal Data
Who do we share your Personal Data with
Where do we store your Personal Data
How long will we store your Personal Data for
Your Rights Subject Access to Information
Changes to our Privacy Notice
Meridian Canoe Club (MCC) and Meridian Kayak Club (MKC) (together we, us, our) are committed to protecting and respecting your privacy.
This Privacy Notice applies to both clubs and sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
The person responsible for data protection across both clubs is the Secretary at Meridian Canoe Club (MCC) and Meridian Kayak Club (MKC).
The General Data Protection Regulation (Regulation (EU) 2016/679), known as the GDPR, is a new regulation which replaces the Data Protection Regulation (Directive 95/46/EC). The GDPR aims to harmonise data protection legislation across EU member states, enhancing privacy rights for individuals and providing a strict framework within which commercial organisations can legally operate.
Even though the UK has expressed its intention to leave the EU in March 2019, the GDPR will be applicable in the UK from 25th May 2018. The Government intends for the GDPR to continue in UK law post Brexit and has also introduced a Data Protection Bill to replace the current Data Protection Act in due course.
Your rights under the GDPR are set out in this Privacy Notice but will only apply once the GDPR becomes law on 25th May 2018.
Please read the following carefully to understand our views and practices regarding your personal information and how we will treat it. If you have any questions about this Privacy Notice or the use of your information by Meridian Canoe Club or Meridian Kayak Club, please contact us at enquires @meridiancanoeclub.com.
- Who are we and what we do
Meridian Canoe Club and Meridian Kayak Club are BCU Top Clubs run by volunteers with a passion for paddle sport.
Meridian is one of the largest clubs in London and the UK, and competes regularly in the Olympic disciplines of Canoe Slalom and Flat water racing and is also very active in Canoe Polo, Surfing, Open Boating, White Water and other recreational flat water river trips.
This site has all the information you should need about our club, what we do and where we meet and also a bit on how we go about doing it.
If you need anything please look at the forum or else drop an e-mail to firstname.lastname@example.org and we will get back to you as soon as we can.
Experienced or not, we believe Meridian is a great Club to paddle with
We collect information about you to market courses and other related paddling activities.
- How we obtain your Personal Data
A) Information you give us or we may collect from you
We may collect information about you when you fill in forms on our club website, for example www.meridiancanoeclub.com or by corresponding with us by phone, e-mail or otherwise. It includes information you provide when you register to use our site, to enter our membership database, subscribe to our services, attend our events, participate in discussion boards or other social media functions on our site.
The information you give us or we collect about you may include:
your name, address, private and corporate e-mail address and phone numbers; financial information, compliance documentation, DBS verification.
B) Information we collect about you when you visit our websites
With regard to each of your visits to our websites, for example, www.sandersonplc.com, www.resource-management.co.uk, www.rsg-plc.com, we will automatically collect the following information that you provide by filling in forms on any of our websites. This includes information provided to us at the time of registering to use any of our websites (where applicable).
C) Information we obtain from other sources
This is information that we obtained about you from other sources such as third parties, your business card and personal recommendations. In this case, we will inform you by sending you this Privacy Notice within a maximum of 30 days of collecting the data of the fact that we hold personal data about you, the source of the personal data and whether it comes from publicly available sources, and for what purpose we intend to retain and process your personal data.
We work closely with other third parties including other voluntary sports clubs, our governing body, local councils. We may receive information about you from them for the purposes of our paddle sport courses and membership opportunities.
D) Special Categories of Data
If requested to do so by a funding stream, we may ask you for some ethnicity and diversity information to support the funders equal opportunities monitoring. This could be information about your ethnic background, gender, disability, age, sexual orientation, religion or other similar beliefs, and/or social-economic background. Any information that is disclosed to the Funding stream will be anonymised where relevant.
As this information is sensitive personal information we need to obtain your explicit consent before we can use it. We will therefore ask for your consent prior to asking you to complete the questionnaire. (where is this?) Answering the questions is entirely voluntary.
(ii) Criminal Convictions
We currently don’t ask about criminal convictions
You have the right to withdraw your consent to us using your personal information for these purposes at any time by emailing email@example.com.
- Why we hold your Personal Data and how we use it
Our core service to both club members and the public is to introduce opportunities to engage in paddle sport activities. Sometimes this may be through opportunities delivered directly by the club or by selected relevant providers of other paddle sport related activities. If you are a candidate, we may use information held about you:
To process your application to register for membership or attend an event with us
To contact you for future opportunities to paddle with us.
Except for the mailing list activities which the club runs, where you explicitly consent to receive materials from us, we will not use your personal information collected from our websites to carry out unsolicited marketing activities regarding activities unrelated to the core business of the club. You may change your marketing preferences at any time by contacting us at firstname.lastname@example.org
- The legal basis for processing your Personal Data
Depending on the purpose that we hold and process your data for, we will rely on one or more of the following legal grounds to process your data: (a) Legitimate Interests, We will rely on legitimate business interests to process your personal data
We will ask for your explicit consent to pass your personal data to a third party for in the case of booking you onto a third part(y) course or accommodation. We will request your consent orally, by email or by an online process. Should we want or need to rely on consent for other processing activities, we will request consent orally, by email or by an online process for the specific activity we require consent for. Your responses will be recorded on our system.
Where consent is the lawful basis for our processing you have the right to withdraw your consent to this activity at any time by emailing email@example.com
- Who do we share your Personal Data with?
We only share your data with our governing body if you become a member of our club for insurance purposes and so they can provide you with related marketing materials for courses that they offer.
- Where do we store your Personal Data?
We will take all steps reasonably necessary to ensure that your information is treated securely and in accordance with this Privacy Notice.
All information that you provide to us in physical form such as documents will be stored securely in our membership database or marketing tool (mailchimp) and our membership system (WebCollect)
All information you provide to us electronically is stored on secure servers.
Unfortunately, sending information to us via post, fax, email or the internet is not completely safe and secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information sent to us by any of these means and any information sent to us in this way is at your own risk.
Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
- How long will we store your Personal Data for?
We understand our legal duty to retain accurate data and only retain personal data for as long as we need it for our legitimate business interests and that you are happy for us to do so. Accordingly, we have a data retention policy and run data routines to remove data that we no longer have a legitimate business interest in maintaining.
We segregate your data so that we keep different types of data for different time periods. The criteria we use to determine whether we should retain your personal data includes: ï‚· The nature of the personal data ï‚· Its perceived accuracy.
If you cease to actively engage with us:
If you were an attendee at a free trial session we will retain your personal data for a five (5) years after the date we last had meaningful contact with you.
If you contacted us directly regarding a opportunity to engage in paddle sport we will retain your personal data for five (5) years after date we last had meaningful contact with you
If you were a club member and enjoyed club membership we will keep you on the active database for a period of upto one (1) year on your expired renewal date and twenty (20) years in archive should we have a relevant event that we wish to inform you of.
When we refer to “meaningful contact”, we mean, for example, communication between us (either verbal or written), or where you are actively engaging with our online services.
We may archive part or all of your personal data or retain it on our financial systems only, deleting all or part of it from our main Membership system. We may pseudonymise parts of your data, particularly following a request for suppression or deletion of your data to ensure that we do not re-enter your personal data on to our database, unless requested to do so.
For your information, Pseudonymised Data is created by taking identifying fields within a database and replacing them with artificial identifiers, or pseudonyms.
You have the right to ask us not to process your personal information for marketing purposes. We will usually inform you (before collecting your information) if we wish to use your information for such purposes or if we intend to disclose your information to any third party for such purposes and we will collect your express consent from you if legally required prior to using your personal data for marketing purposes. You can exercise your right to accept or prevent such processing by checking certain boxes on the forms we use to collect your information. You can also exercise the right at any time by contacting firstname.lastname@example.org
Our websites may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal information to these websites.
The GDPR provides you with the following rights. To:
Request correction of personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or removed personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party and there is something about your situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restrictions of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party in certain formats, if practicable.
If you want to contact us to exercise any of your rights contact us by email at email@example.com or speak to the membership officer
- Subject Access to information
The Data Protection Act 1998 (the â€œActâ€), which is the current UK data protection law until 25th May 2018, and the GDPR, which comes into effect on 25th May 2018, give you the right to access information held about you. We also encourage you to contact us to ensure your data is accurate and complete.
Your right of access can be exercised in accordance with the Act (until 25th May 2018) and the GDPR (on and after 25th May 2018).Â Any access request under the Act may be subject to a fee to meet any of our costs in providing you with details of the information any of us holds about you. No fee will apply once the GDPR comes into force.
A subject access request should be sent to firstname.lastname@example.org
For more general information about cookies, including how to disable them, see aboutcookies.org
- Changes to our Privacy Notice
Any changes we may make to our Privacy Notice in the future will be publicised on this page and may be notified by email.
Questions, comments and requests regarding this Privacy Notice are welcomed and should be addressed to email@example.com