Dartmouth Rowing CLub

General Data Protection Regulation Policy (GDPR)

What is GDPR and what does it mean for rowing clubs.

The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a regulation by which the European Parliament, the Council of the European Union and the European Commission intend to strengthen and unify data protection for all individuals within the European Union (EU).

The UK Government intends to incorporate these requirements into UK law under the Data Protection Bill, with the regulations coming into force on Friday, 25th May 2018.

The focus of the regulations are to lay out the way in which all organisations handle personal information. They specify the rights of the individual (the data subject) and the responsibilities of any organisation that captures and stores data that can be identified as personal. This includes names, dates of birth, addresses, performance data – anything that relates to a person.

How Dartmouth Amateur Rowing club​ ​uses your information

This club keeps all records confidential and complies with the General Data Protection Regulation.

We hold your medical record so that we can provide you with safe and fun rowing.

We will also use your information so that this club can check and review the quality of the experience we provide. This helps us to improve our services to you.

  • We will share relevant information from your rowing record with the WEARA when needed for insurance or other rowing requirements, it may be used with other clubs for race entries or working out your rowing status etc.
  • You have the right to object to information being shared for your own care. Please speak to the club if you wish to object. You also have the right to have any mistakes or errors corrected.

We have [not] appointed a Data Protection Officer to oversee our compliance with data protection laws [as we not required to do so, but our [Data Protection Compliance Manager] has overall responsibility for data protection compliance in our organisation. Contact details are set out in the "Contacting us" section at the end of this privacy notice.

Personal Information we may collect from you

Depending on the type of membership you register for with us, you may initially provide us with or we may obtain ​personal information ​about you, such as information regarding your:

  • ​personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers
  • ​date of birth
  • gender
  • ​membership start and end date
  • ​references and other information included in a CV or cover letter or as part of the application process for membership
  • ​records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us
  • ​any credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you
  • records of your attendance at any events hosted by us
  • ​CCTV footage and other information obtained through electronic means such as swipe card and key fob records
  • ​images in video and/or photographic form and voice recordings
  • ​identification documents such as passport and identity cards
  • details of any rowing club membership
  • ​details of next of kin, family members, coaches and emergency contacts
  • ​records and assessment of any player rankings, grading or ratings, competition results, details regarding [events/matches/games] attended and performance (including that generated through player pathway programme)
  • ​any disciplinary and grievance information

Special categories of personal information

We may also collect, store and use the following “​special categories​” of more sensitive personal information regarding you:

  • ​information about your race or ethnicity, religious beliefs and sexual orientation
  • information about your health, including any medical condition, health and sickness records, medical records and health professional information

We may not collect all of the above types of special category personal information about you. In relation to the special category personal data that we do process we do so on the basis that

  • ​the processing is necessary for reasons of substantial public interest, on a lawful basis
  • it is necessary for the establishment, exercise or defence of legal claims
  • ​it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or
  • ​based on your explicit consent.

In the table below’ we refer to these as the “special category reasons for processing of your personal data”.

We may also collect criminal records information about you. For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

Where we we collect your information

We typically collect personal information about our members when you apply to become a member of the club, We also may collect personal information about you from any third party references you provide as part of the application process for membership.

If you are providing us with details of referees, next of kin, beneficiaries, family members and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “​Your rights in relation to personal information​” section below.

Uses made of the information

The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

Purpose Personal information used Lawful basis
To administer any membership you have with us and managing our relationship with you, including dealing with payments and any support, service or product enquiries made by you All contact and membership details, transaction and payment information, records of your interactions with us, and marketing preferences. This is necessary to enable us to properly manage and administer your membership contract with us.
To arrange and manage any contracts for the provision of any services or products Contact details, transaction and payment information. Records of your interactions with us. This is necessary to enable us to properly administer and perform any contract for the provision of any services and products you have purchased from us.
To send you information which is included within your membership benefits package, including details about advanced ticket information, competitions and events, partner offers and discounts and any updates on ​rowing. Contact and membership details. This is necessary to enable us to properly manage and administer your membership contract with us.
To send you other marketing information we think you might find useful or which you have requested from us, including our newsletters, information about membership, events, products and information about our commercial partners Contact details and marketing preferences. Where you have given us your explicit consent to do so.
To answer your queries or complaints Contact details and records of your interactions with us We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.
Retention of records All the personal information we collect. We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and run our club and in some cases we may have legal or regulatory obligations to retain records.

We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.

For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
The security of our IT systems Your usage of our IT systems and online portals. We have a legitimate interest to ensure that our IT systems are secure.
To conduct data analytics studies to better understand event attendance and trends within the sport Records of your attendance at any events or competitions hosted by us. We have a legitimate interest in doing so to ensure that our membership is targeted and relevant.
For the purposes of promoting the club, our events and membership packages. Images in video and/or photographic form. Where you have given us your explicit consent to do so.
To comply with health and safety requirements Records of attendance, CCTV footage and other information obtained through electronic means such as swipe card and key fob records, medical information about your health. We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport.

We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To administer your attendance at any courses or programmes you sign up to All contact and membership details,transaction and payment data.Details of any county membership and performance data. This is necessary to enable us to register you on to and properly manage and administer your attendance on the course and/or programme.
To arrange for any trip or transportation to and from an event Identification documents details of next of kin, family members and emergency contacts, transaction and payment information, health and medical information. This is necessary to enable us to make the necessary arrangements for the trip and/or transportation to an event.

We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To use information about your physical or mental health (including any injuries) or disability status, to ensure your health and safety and to assess your fitness to participate in any events or activities we host and to provide appropriate adjustments to our sports facilities. Health and medical information We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To gather evidence for possible grievance or disciplinary hearings All the personal information we collect We have a legitimate interest in doing so to provide a safe and fair environment for all members and to ensure the effective management of any disciplinary hearings, appeals and adjudications.

We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
For the purposes of equal opportunities monitoring Name, title, date of birth gender, information about your race or ethnicity and health and medical information We have a legitimate interest to promote a sports environment that is inclusive, fair and accessible.

We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To comply with legal obligations, for example, regarding people working with children or vulnerable adults to comply with our safeguarding requirements Information about your criminal convictions and offences For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your membership. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdraw your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.

We share personal information with the following parties:

  • Any party approved by you.
  • To any governing bodies or regional bodies for the sports covered by our club:​ to allow them to properly administer the sports on a local, regional and national level.
  • ​Other service providers​: for example, email marketing specialists, payment processors, data analysis CCTV contractors, promotional advisors, contractors or suppliers and IT services (including CRM, website, video- and teleconference services)
  • Police, law enforcement and security services​: to assist with the investigations by ​The Government or our regulators​: where we are required to do so by law or to assist with their investigations or initiatives.

How long do we keep personal information for?

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 6 years after your last contact with us or the end of your membership. Exceptions to this rule are:

  • CCTV records which are held for no more than 30 days unless we need to preserve the records for the purpose of prevention and detection of crime
  • ​Details regarding unsuccessful membership applicants where we hold records for a period of not more than 12 months
  • ​Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. information we hold about you. Alternatively, you can contact us by using the details set out in the "​Contacting us​" section below.

Changes to this notice

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

Contacting us

In the event of any query or complaint in connection with the information we hold about you, please email dartmoutharcsec@gmail.com or write to us at Dartmouth Amateur Rowing Club Sanquay Road Dartmouth Devon TQ6 9PH

Version dated 25th May 2018