Introduction
New GDPR 25th May 2018
The
Southwater Angling Society (SAS) clubmate website is operated by SAS and we are
a controller for the purposes of the Data Protection Act 1998 and the EU
General Data Protection Regulation 2016/679. This means that we are responsible
for, and control the processing of, the personal information you provide to us
when using this website in accordance with this privacy policy.
SAS
understand that customers care about the use and storage of their personal
information and we value your trust in allowing us to do this in a careful and
sensible manner. We have created this privacy policy statement to demonstrate
our commitment to the privacy of our customers.
By
using the Southwater Angling Society (SAS) clubmate website (including our
mobile site), our social media pages, and any other SAS service, you are
acknowledging that we are processing your personal information and, where
necessary consenting to such practices, as outlined in this statement.
Personal
information which we collect:
We
collect personal information about you (and others if their personal
information is provided by you) when you:
·
make an enquiry either
personally or for someone else
·
request information
·
speak to one of the members of
our committee
The
personal information collected in the above manner may include the following
about you (and others if their personal information is provided by you):
·
Full Name
·
Email Address
·
Home Address
·
Age
·
Contact Numbers
·
Vehicle Details
Personal
information provided by third parties:
We
do not collect data from third parties, all data we receive is either through
our Clubmate site or by requesting directly from you.
How
we use your information
We
will collect personal information:
1) to
take the necessary steps in preparation of, or to fulfil our obligations
under, a club membership:
·
Membership Form – provide
communications about memberships being provided to you (and others if their
personal information is provided by you);
·
To help in completing membership
renewals – send reminder emails to continue with the membership at renewal
time.
·
Maintain your SAS Clubmate accounts –
create a profile about you in relation to your membership, to update our
records, create and maintain the details of your account.
2) with
your consent:
·
Simplify payment process –
use saved payment cards within your Southwater Angling Society (SAS) clubmate account
so that, upon making future membership requests, you have the convenient option
of maintaining previously saved details to renew club memberships. This
information is only used / accessed when you pay for memberships, guest/night
tickets or options within the online shop.
·
Marketing communications –
create a profile about you for marketing purposes to tailor our communications
to you. We may use automated processes to do this
·
Promotional offers –
inform you about promotional offers and other products or services that may be
of interest (in line with Marketing communications above)
·
Maintain records indicating
your consent to status – to ensure we accurately reflect your wishes when
communicating to you
3) in
our legitimate interest to improve our services:
·
Market research – to
contact you (and others if their personal information is provided by you) to
ask about the experience using the Southwater Angling Society (SAS) clubmate as
part of continuous improvements to the website. This is not marketing
communication and is separate to Marketing communications above.
·
Website customisation – to
customise our website and its content to your preferences in accordance with
the Cookies and Tracking section below
·
Product and service
improvement – to improve our product and services
4) in
our legitimate interest to protect against fraud:
·
Website improvement and fraud
prevention – improve our websites, prevent or detect fraud or abuses of
our websites and enable third parties to carry out technical, logistical or
other functions on our behalf;
·
Security – carry out
security checks when allowing you access to our services and to block
fraudulent or suspected fraudulent activity.
5) to
meet our legal obligations:
Marketing
·
We may periodically send
promotional material to you about new products, exclusive offers or other
information which we think you may find interesting based on the profile we
have created about you to the email addresses and phone numbers which you have provided.
·
If these are like products and services
previously supplied by us to you, we will assume, under our legitimate
interests to promote related products and services, that you are willing to
receive this information unless you tell us otherwise. Please note that we do
not want to send you information that you do not want to receive, and you can
opt out at any time (please see ‘The right to ask us to stop contacting you
with direct marketing’ below for further information).
·
We will always ask your
permission before sending you email marketing information. We do this by asking
for your positive confirmation upon creating an account on the Southwater
Angling Society (SAS) clubmate (this preference will be stored against your
online profile, and you can opt out at any time by adjusting this preference under
your account on the Southwater Angling Society (SAS) clubmate. This ensures you
only receive information that you have given us permission to send and are
willing to receive.
·
We may use your information to
create a profile about you in order to tailor, by automated means, our
communication and marketing to you. You can object to such profiling, please
see ‘The right to object to automated decision making
/ profiling’ below).
·
From time to time, we may also
use your information to contact you for research purposes and / or to ask
about your experience using our services as part of a continual programme of
customer service improvement. We may contact you by email, telephone, text,
social media and / or mail. We may also use the information to customise the
website according to your interests.
How
long we will keep your personal information
We
retain your information for a range of purposes which determine the period for
which we need to keep such information. For example (list is not
exclusive):
Data
- Email Conversations – Retention Period - 3 years from day of account
creation on Clubmate
Data
- For the purposes of marketing - Retention Period – 3 years from the point
of last contact with you, this may include use of websites.
Data
- Retention Period – For compliance with legal obligations arising from
contracts entered with you – For compliance with legal obligations arising from
contracts entered with you.
We
will remove your data from our systems at the end of the applicable data
retention periods, unless we are required by current or future law to
retain your personal information for a longer period.
Our approach to information security
To
protect your information, Southwater Angling Society (SAS) has policies and
procedures in place to make sure that only authorised personnel can
access the information, that information is handled and stored in a secure and
sensible manner and all systems that can access the information have
proportionate and reasonable security measures in place. To achieve this
only committee members of Southwater Angling Society (SAS) and employees of Clubmate
have access to your data with defined roles and responsibilities.
While
we take commercially reasonable measures to ensure the safety and security of
your data, due to the inherent risks with the Internet, we are unable to warranty the
absolute security of your data when using our services.
Transfers of your information out of the EEA
We
do not share your data with anyone others.
Your rights
To
process any of the requests listed below, we may need to verify your identity
for your security. In such cases your response will be necessary for
you to exercise this right.
The right to access information we hold about you
At
any point you can contact us to request details concerning the
information we hold about you, why we have that information, who has access to
the information and where we got the information. In most cases you
may be entitled to copies of the information we hold concerning you. Once we
have received your request we will respond within 30 days.
The right to correct and update the information we hold about you
If
the data we hold about you is out of date, incomplete or incorrect, you can
either update your own clubmate profile on line or inform us, and we will
ensure that it is updated
The right to have your information erased
If
you feel that we should no longer be using your data or that we are illegally
using your data, you can request that we erase the data we hold. When we
receive your request, we will confirm whether the data has been deleted or tell
you the reason why it cannot be deleted.
The right to object to processing of your data
You
have the right to request that Southwater Angling Society (SAS) stops processing
your data. Upon receiving the request, we will contact you to tell you if we
are able to comply or if we have legitimate grounds to continue. If data is no
longer processed, we may continue to hold your data to comply with your other
rights.
The right to ask us to stop contacting you with direct marketing
You
have the right to request that we stop contacting you with direct marketing by
contacting us directly or emailing us.
Please
note it is not possible to ‘opt-out’ of receiving communication from us which
relates to your services. This ensures that we can always contact you because
of circumstances that may affect your services with us and for us to improve
our services going forward.
The right to data portability
You
have the right to request that we transfer your data to another controller.
Once we have received your request, we will comply where it is feasible to do
so.
The right to object to automated decision making / profiling
You
have the right to request that we stop profiling you in relation to our direct
marketing practice. You can inform us, and we will deal with your request
accordingly.
The right to complain
You
can make a complaint to us by contacting us via phone or to
the data protection supervisory authority – in the UK, this is the Information
Commissioner’s Office, at https://ico.org.uk/
Consent
In
those cases where we need your consent to process your information, we will ask
you by phone, email or as part of the registration process when joining the Southwater
Angling Society (SAS) Clubmate site and we will make note of whom we spoke to
and time. By actively providing us with your consent, you are stating that you
have been informed as to the type of personal information that will be
processed, the reasons for such processing, how it will be used, for how long
it will be kept, who else will have access to it and what your rights are as a
data subject and that you have read and understood this privacy policy.
Sharing your information
The
information and data we collect is important for Southwater Angling
Society (SAS) and we understand that you care about the use and storage of your
personal information, we value your trust in allowing us to do this. We would
not want to share this with anyone else unless we have your express consent, we
will never disclose, rent, trade or sell your personal information to any third
parties for their marketing purposes.
We
do disclose or transfer your data or personal information to other companies,
data processors or agents employed by us to perform any necessary functions on
our behalf (such as hosting and maintaining our website, providing us with data
management systems, market research, customer satisfaction surveys and support
services), but they are bound by similar terms to those set out in our privacy
policy and may not use this information for their own purposes.
If
Southwater Angling Society (SAS) or any part of its business is sold to or
integrated with another business, Southwater Angling Society (SAS) may disclose
your personal information to the new owners (and their professional advisers on
the transaction) to be used by the new owners and their group of companies in
the same ways as set out in this privacy policy, including to continue
providing you with the same services and marketing information services as are
currently provided by Southwater Angling Society (SAS).
We may also provide aggregate statistics about
our customers, sales, traffic patterns and related site information to
reputable third parties to better understand our services, website and overall
customer satisfaction which may include personally identifying information