Newmarket Cycling & Triathlon Club – Data Privacy Notice – 2018
Data Privacy Notice
This document provides you with information about how we are handling, or are intending to handle, your personal information:
If you are aged 16 or under, please get your parent/guardian’s permission before you provide any personal information to us.
Newmarket Cycling & Triathlon Club is committed to protecting and respecting your privacy and complying with the principles of applicable data protection laws. This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. The data controller of the personal data referred to in this policy is the Newmarket Cycling & Triathlon Club committee.
Collection of personal data
Newmarket Cycling & Triathlon Club may collect and/or create or otherwise obtain and process the following data about you:
- Information about you that you provide by filling in forms while registering for club activities
This includes information provided at the time of registering to use the club website, becoming a member of Newmarket Cycling & Triathlon Club, subscribing to our communications, posting material, booking onto rides, entering, attending and volunteering at events, or requesting further services.
- We may also ask you for information when you report a problem or make a complaint and, if you contact us, we may keep a record of that correspondence.
- We may also ask you to complete optional surveys that we use for help plan the future of our club.
- Information about emails and other communications we have sent to you and your interaction with them.
Uses made of your information and the basis of processing
Newmarket Cycling & Triathlon Club will use your personal information to:
- Ensure that content from our websites is presented in the most effective manner;
- Authenticate you when you register;
- Carry out our obligations arising from any contracts entered into between you and Newmarket Cycling & Triathlon Club;
- Provide you with information, that you request from Newmarket Cycling & Triathlon Club or which we feel may interest you, where we are legally entitled to do so;
- Allow you to participate in interactive features of Newmarket Cycling & Triathlon Club’s service, when you choose to do so;
- Notify you about changes to the club;
- To gather statistics about memberships numbers
Newmarket Cycling & Triathlon Club will not use any of the personal information we collect from you to make automated business decisions.
The legal basis on which we collect and process the personal data described above depends on the personal information concerned and the specific context in which we collect it. However, we will only use your personal information where we:
- Have your consent to do so;
- Need the personal data to perform a contract with you;
- Need to process your personal information for our legitimate interests and only where our legitimate interests are not overridden by your data protection interests or fundamental rights and freedoms;
- Have a legal obligation to collect personal information from you; or
- Need the personal information protect your vital interests or those of another person.
If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time, and advise you whether the provision of your personal information is mandatory or not (as well as the possible consequences if you do not provide your personal information).
Newmarket Cycling & Triathlon Club will take all steps reasonably necessary including policies, procedures and security features to ensure that your data is treated securely and protected from unauthorised and unlawful access and/or use, and in accordance with this notice. Unfortunately, the transmission of information via the internet is not completely secure and, although we will do our best to protect your personal data transmitted to us via the internet, we cannot guarantee the security of your data transmitted to our website from your device. Any transmission is at your own risk.
Where we have given you (or where you have chosen) a password which enables you to access certain parts of the website, you are responsible for keeping this password confidential. We ask you not to share such a password with anyone.
We use British Cycling’s membership database to process club yearly subscriptions. Where any payments are being collected on our behalf, we require our payment providers to be compliant with the Payment Card Industry’s Data Security standards (PCI-DSS).
Recipients of personal data
We will not share any information about you to third parties.
International transfer of personal data
We will not be transferring any information about or relating to individuals in the club to anyone who is located outside of the UK.
Data retention period
We will hold information about you in our data systems only for as long as we need it for the purpose for which we collected it, which is as follows:
- As long as you continue to log into our website or use our services we will retain and process information about you. In such cases, you will be considered to be an ‘active’ user. If you have not been ‘active’ as a user or your membership has expired, Newmarket Cycling & Triathlon Club will deactivate your customer account and delete any personal data relating to you.
IP addresses and cookies
We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.
In addition to cookies, Newmarket Cycling & Triathlon Club records the activity of users signed in to our websites in order to help us improve your customer experience and provide you with support.
The data subject’s rights
Data protection laws grant you, as a Data Subject, certain ‘information rights’, which are summarised below:
- Right of access – You have the right to obtain a copy of information we hold about you
- Right of rectification or erasure – If you feel that any data that we hold about you is inaccurate, you have the right to ask us to correct or rectify it. You also have a right to ask us to erase information about you where you can demonstrate that the data we hold is no longer needed by us, or if you withdraw the consent upon which our processing is based, or if you feel that we are unlawfully processing your data. Please note that we may be entitled to retain your personal data despite your request, for example if we are under a separate legal obligation to retain it. Your right of rectification and erasure extends to anyone we have disclosed your personal information to and we will take all reasonable steps to inform those with whom we have shared their data about your request for erasure.
- Right to restriction of processing – You have a right to request that we refrain from processing your data where you contest its accuracy, or the processing is unlawful and you have opposed its erasure, or where we do not need to hold your data any longer but you need us to in order to establish, exercise or defend any legal claims, or we are in dispute about the legality of our processing your personal data.
- Right to Portability – You have a right to receive any personal data that you have provided to us in order to transfer it onto another data controller where the processing is based on consent and is carried out by automated means. This is called a data portability request.
- Right to Object – You have a right to object to our processing your personal data where the basis of the processing is our legitimate interests including but not limited to direct marketing and profiling.
- Right to Withdraw Consent – You have the right to withdraw your consent for the processing of your personal data where the processing is based on consent.
- Right of Complaint – You also have the right to lodge a complaint about any aspect of how we are handling your data with the UK Information Commissioner’s Office, which can be contacted at www.ico.org.uk.
Any changes we may make to our Privacy Notice in the future will be posted on this page and, where appropriate, notified to you by date-stamped communication.