WEST LANCASHIRE YACHT CLUB PRIVACY POLICY

1. About this policy

This policy explains when and why we collect personal information about our Members and non-member ‘Contacts’ participating in activities, events, races and training courses, as well as Contacts who have commercial relationships with the Club, how we use it and how we keep it secure and your rights in relation to it.
We may collect, use, and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.
We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website https://wlyc.org.uk or our Club noticeboard regularly for any amendments (but amendments will not be made retrospectively).
We will always comply with the Data Protection Act (Act) and General Data Protection Regulation (GDPR) when dealing with your personal data. You can find further details on the GDPR at the website for the Information Commissioner https://ico.org.uk For the purposes of the Act we will be the “controller” of all personal data we hold about you.

2. Who are we?

We are the West Lancashire Yacht Club. We can be contacted at West Lancashire Yacht Club, Marine Drive, Southport, PR8 1RY. The telephone number of the Club House is 01704 530840. You can email us at: Honorary.Secretary

3. What information do we collect and why.

Personal data of Contacts
Type of information	Purposes	Legal basis of processing
The name, address, e-mail address(es) and telephone number(s) of a Contact who is a former Member. They become Club ‘alumni’ similar to graduates of educational institutions.	Informing Club ‘alumni’ Contacts of the Club’s activities through social and traditional media such as Facebook and the Golden Lion Newsletter. Inviting them to keep in touch, consider renewing their membership and on occasion to participate as guests or visitors at Club events.	Consent. We will seek the Member’s consent on their membership application form and on any membership renewal form and the Member may withdraw their consent at any time by contacting us by e-mail or letter.
Contacts who are employees and representatives of suppliers to the Club.	Entering into and managing arrangements with suppliers.	Entering into and performing contracts with suppliers.
Name, address, e-mail address (es), telephone number (s) date of birth and/or age-related information of Contacts who are participants in an activity or training course	Providing and managing activities and training courses.	Performing the Club’s contract with the participating Contact.
Name, address, e-mail address (es), telephone number (s) date of birth and/or age-related information of Contacts who are participants in an event, race, activity, or training course.	Where RYA training leads to a certificate, your name, contact details, date of birth, certificate number and date of issue will be stored for up to seven years and, if that certificate is required to be registered on-line, shared with the RYA through a secure web portal on www.rya.org.uk. The data will be stored on the RYA’s central database. This information allows the RYA to record your qualification, to update any records they may hold for you, and to verify or replace your certificate if required. For further information on how the RYA will deal with your data, please see the RYA’s privacy policy at www.rya.org.uk/go/privacy.	Performing the Club’s contract with the participating Contact. For the purposes of our legitimate interests in operating the Club.
Name, address, e-mail address (es), telephone number (s) date of birth and/or age-related information of a Contact participating in an event, race, activity, or training course.	Providing participants with information about the activities of the Club and reminders about membership opportunities.	Consent. We will seek the participants’ consent on their event booking / application form and the participating Contact may withdraw their consent at any time by contacting us by e-mail or letter.
Medical or other information which a Contact participating in an event, race, activity, or training course believes may require some special consideration pertinent to an event, race, activity or training course	Providing and managing activities and training courses.	Performing the Club’s contract with the participating Contact. Protecting the Contact’s vital interests and those of their dependents.

4. How we protect your personal data

We will not transfer your personal data outside the EU without your consent.
We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
Please note, however, that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
For any payments which we take from you online, we will use a recognised online secure payment system.
We will notify you promptly in the event of any breach of your personal data that might expose you to serious risk.

5. Who else has access to the information you provide us?

We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in the table above or in paragraphs 5.2, 5.3, and 5.4 below.
We may pass your personal data to third parties who are service providers, agents, and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). We do this for the purpose of our legitimate interests in operating the Club and or fulfilling our contract with you. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (data sub-processors) to process your data. Where this is the case, third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.
We may pass your personal data to third parties who are commercial partners to us, such as a sponsor of an event or regatta for their own purposes. We will only do so with your consent, which we will seek as part of the application process for the event or regatta.
We may also pass your personal data to the RYA for the purposes of carrying out surveys when it is in the legitimate interest of the Club and the RYA to do so. The RYA may use third parties to carry out the surveys but disclose only the personal data that is necessary for the third party to do so and will have a contract in place that require the third party to keep your information secure and not to use it for their own purposes.
Where RYA training leads to a certificate that must be registered online: On successful completion of your course your name, contact details, date of birth, certificate number and date of issue will be shared with the RYA through a secure web portal on www.rya.org.uk. The data will be stored on the RYA’s central database. This information allows the RYA to record your qualification, to update any records they may hold for you, and to verify or replace your certificate if required. For further information on how the RYA will deal with your data, please see the RYA’s Privacy Policy at rya.org.uk/go/privacy.
Where an RYA certificate is issued which is not required to be registered online: On successful completion of your course your name, certificate number and date of issue will be stored for up to seven years. This information allows us to verify or replace your certificate if required.

6. How long do we keep your information?

We will hold your personal data on our systems for as long as you are a Member or Contact of the Club and for as long afterwards as it is in the Clubs’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defense of legal claims.
If you are a Former Member (a Club Alumnus) we will hold your personal data on our systems until you withdraw your consent or for up to three years whichever period is the longer,
We securely destroy all financial information once we have used it and no longer need it.

7.Your rights explained

It is important that you understand what rights you have in respect of the Personal Data and Special Category Personal Data that we hold about you. To let us know that you wish us to exercise any of your rights outlined above please contact the Honorary Secretary by email to: Honorary.Secretary

(a) The right to be informed (knowing how we will use your data).
You have the right to be told how we will use your Personal Data – which is set out in This Notice.

(b) The right of access (being provided with copies of your data).
You have the right to ask us to provide you with a copy of your Personal Data. We will supply any information you ask for as soon as possible but may take up to 1 month once we are satisfied as to your identity. We will not charge you for this. This is called a data subject access request.

(c) The right to rectification (changing incorrect information we hold).
If you believe our records are inaccurate you have the right to ask for those records concerning you to be updated. Contact details for any requests can be found above.

(d) The right to be forgotten (erasure) (requesting deletion of your Personal Data).
In some cases, you have the right to be forgotten (i.e. to have your Personal Data deleted from our database).

(e) The right to restrict processing (limiting how we use your data).
In certain situations, you have the right to ask for processing of your Personal Data to be restricted because there is some disagreement about its accuracy or legitimate usage.

(f) The right to data portability (moving your data in a usable format).
You have the right to request the Personal Data you provided to us, in a structured, commonly used, and machine-readable format and/or transmit that data to a third party - in certain situations.

(g) The right to object (when we must stop processing your data).
You have the right to object to us processing data purely for our legitimate interests. If you make such a request, we must stop processing your Personal Data unless: we can demonstrate compelling legitimate grounds for the processing, which override your interests, rights, and freedoms; or the processing is for the establishment, exercise, or defense of legal claims.

(h) The right not to be subject to automated decision-making including profiling (making a decision solely by automated means without any human involvement).
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you. West Lancashire Yacht Club does not undertake automated decision making or profiling.

You have the right to take any complaints about how we process your personal data to the Information Commissioner:

https://ico.org.uk/concerns/

0303 123 1113

Information Commissioner's Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

For more details, please address any questions, comments and requests regarding our data processing practices to our Honorary Secretary by email to: Honorary.Secretary

Or by post to: West Lancashire Yacht Club, Marine Drive, Southport, PR8 1RY

We keep our privacy notice under regular review, and we will make new versions available on our privacy notice page on West Lancashire Yacht Club website. This privacy notice was last updated on 10 April 2024.

West Lancashire Yacht Club

Data Privacy Policy 10 04 2024