1. About this Policy
1.1 This policy explains when and why we collect personal information about our members and instructors, how we use it and how we keep it secure and your rights in relation to it.
1.4 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
3. What information we collect and why.
|TYPE OF INFORMATION||PURPOSES||LEGAL BASIS OF PROCESSING|
|Member's name, address, telephone numbers, e-mail address(es).||Managing the Member’s membership of OMRA. Managing race information. Performing the OMRAs contract with the Member.||Performing OMRA’s contract with the Member. For the purposes of our legitimate interests in operating OMRA.|
|The names and ages of the Member’s dependants (where relevant)||Managing the Member’s and their dependants’ membership of OMRA||Performing OMRA’s contract with the Member.|
|Date of birth / age related information||Managing membership categories which are age related||Performing OMRA’s contract with the Member.|
|The Member’s name, and membership/race number||Managing race entries and race results. Sharing race results with other clubs, class associations, and via the website and providing race results to local and national media.||For the purposes of our legitimate interests in holding races for the benefit of members of the Club. For the purposes of our legitimate interests in promoting the Club. For the purposes of our legitimate interests in operating OMRA|
|Photos and videos of Members and their boats||Putting on OMRA’s website and social media pages and using in press releases.||Consent. Consent is sought at the point of joining or renewing membership. Members are in full control of which data is shared and with whom via the Data Processor. Member may withdraw their consent at any time by changing the privacy settings on their own data.|
|The Member’s name and e-mail address||Creating and managing OMRA's online Membership Directory.||Consent. Consent is sought at the point of joining or renewing membership. Members are in full control of which data is shared and with whom via the Data Processor. Member may withdraw their consent at any time by changing the privacy settings on their own data.|
|The Member’s name and e-mail address, whilst a current member and for up to [a year] after ceasing to be a member of OMRA||Passing to OMRA for OMRA to conduct surveys of Members and former members of OMRA. See paragraph 5.3 below.||For the purposes of our legitimate interests in operating OMRA and / or the legitimate interests of OMRA in its capacity as the national body for Offshore Model Powerboat Racing.|
|Name, e-mail address and telephone number of each Association Officer||Information published on OMRA’s website, in OMRA’s newsletter and other publications, in OMRA’s marketing materials and made available to OMRA, in each case as a point of contact at OMRA||For the purposes of our legitimate interests in operating and promoting OMRA|
|Name, e-mail address and telephone number of each OMRA Committee member||Information published on OMRA’s website||For the purposes of our legitimate interests in operating and promoting OMRA|
4. How we protect your personal data
4.1 We will not transfer your personal data outside the EU without your consent.
4.2 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.
4.3 Please note however that where you are transmitting information over the internet this can never be guaranteed to be 100% secure.
4.4 For any payments which we take from you online we will use a recognised online secure payment system (such as Paypal).
4.5 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
5. Who else has access to the information you provide us?
5.1 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 and 5.3 below.
6. How long do we keep your information?
6.1 We will hold your personal data on our systems for as long as you are a member of OMRA and for as long afterwards as it is in OMRAs’ 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 may retain your personal data in an archived form should it be necessary to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of any legal claims.
6.2 We securely destroy any and all financial information once we have used it and no longer need it.
7. Your rights
7.1 You have rights under the GDPR:
(a) to access your personal data
(b) to be provided with information about how your personal data is processed
(c) to have your personal data corrected or to correct it yourself
(d) to have your personal data erased in certain circumstances
(e) to object to or control how your personal data is processed
(f) to have your personal data transferred to yourself or to another business in certain circumstances.
7.2 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
For more details, please address any questions, comments and requests regarding our data processing practices to our Chair firstname.lastname@example.org.