How we obtain your
personal data
Information
provided by you
You provide us with
personal data either on your application form, renewal form, via an online
application or renewal, by email communication or over the telephone (we do not
record telephone conversations). We may also keep information contained in any
correspondence you may have with us by post. This includes:
- Name
- Address
- Email
address
- Mobile
and/or landline telephone number
- Vehicle
details including registration number
We record this
information in a computer database and use this information in order to manage and administer your membership
whilst you remain a member of the Club. Please also see the ‘How long do we
keep this information about you?’ section.
How we use your
personal data
We use your
personal data to manage and administer your membership. This includes the
collection of payments and verifying your identity when you contact us to
discuss your membership. We undertake at all times to protect your personal
data, including any financial interactions, in a manner which is consistent
with the requirements of Data Protection and all associated legislation. We
will also take all reasonable security measures to protect your personal data
in storage.
The key component
of your membership and the services we offer is the delivery, by post/email of
your club magazine. Holding your name and address is therefore essential. Your
personal details will be used to communicate with you for the purposes of
managing your membership (egg renewal notification).
All members of the
Club, whether FULL, FAMILY, or HONORARY and whether resident in the United
Kingdom, European Economic Area or the Rest of the World will have their
personal data managed and administered in the same way in accordance with this
policy and in line with UK data protection legislation.
Do we use your
personal data for marketing purposes?
Any information
that you choose to give us will NOT be used for marketing purposes by us. We
will hold your personal data only for the purposes of administering and
managing your membership.
Sharing information
We will keep
information about you confidential and sharing of your personal information
will only be those detailed below.
Sharing of personal
data internally:
Sharing of personal data internally is done via contact to the
Membership Secretary and with the
member’s permission.
Committee
contact details are included in the Dragon Wheel magazine
Sharing of personal
data externally:
We do not share personal data externally.
How long do we keep
this information about you?
We keep your information
for a minimum of 5 years from the time your membership expires. This is
retained to enable verification of yourself as a previous member should you
wish to re-join the Club after a period of your membership being lapsed. Some
of the information you have provided will need to be retained for longer to
meet legal, statutory and regulatory obligations. A continuous review of the
personal information held will be undertaken and information which is no longer
required for the above reasons will be disposed of securely.
Data subject rights
Subject access
requests
You have the right
to ask for all the information we have about you, the services you receive from
us. When we receive a request from you we must give you access to everything
we’ve recorded about you, formal response shall include the following:
- details
of the personal data we hold about you;
- sources
from which we acquired the information;
- the
purposes for processing the information; and
- persons
or entities with which we are sharing the information.
Ask for inaccurate
information to be corrected
You have the right
to obtain from us, without undue delay, the rectification of inaccurate
personal data we hold about you.
You can ask us to
delete information
In some
circumstances you can ask for your personal information to be deleted, for
example:
- Where
your personal information is no longer needed for the reason why it was
collected in the first place.
- Where
you have removed your consent for us to use your information.
- Where
there is no legal reason for the use of your information.
- Where
deleting the information is a legal requirement.
Please note that we
can’t delete your information where:
- We’re
required to have it by law.
- It
is for, scientific or historical research, or statistical purposes where
it would make information unusable.
- It
is necessary for legal claims.
Where data has been
shared
We shall
communicate any rectification or erasure of personal data or restriction of
processing as described above to each recipient to whom the personal data has
been disclosed.
Right to data
portability
You have the right
to receive your personal data, which you have provided to us, in a structured,
commonly used and machine-readable format and have the right to transmit this
data to another controller, without hindrance from us.
Right to object
You shall have the
right to object, on grounds relating to your particular situation, at any time
to the processing of personal data concerning you, including any personal
profiling; unless this relates to processing that is necessary for the
performance of a task carried out in the public interest or an exercise of
official authority vested in us. We shall no longer process the personal data
unless we can demonstrate compelling legitimate grounds for the processing,
which override the interests, rights and freedoms of you, the data subject, or
for the establishment, exercise or defence of legal claims.
Right to not be
subject to decisions based solely on automated processing
We do not carry out
any automated processing, which may lead to an automated decision based on your
personal data.
Who to contact
If you would like
to contact the club about any of the above please write to the Membership
Secretary, 16 Brenig Close, Cwm Talwg, Barry, Vale of Glamorgan, CF62 7BL or email
swcccinfo@gmail.com
Accuracy of
information
ln order to provide
the highest level of membership support, we need to keep accurate personal data
about you. Please help us with this by keeping us informed of any changes when
they occur.
Important
information
Questions and
queries
If you have any
questions or queries which are not answered by this Privacy Policy or have any
potential concerns about how we may use the personal data we hold, please write
to: Membership Secretary, 16 Brenig Close, Cwm Talwg, Barry, Vale of Glamorgan,
CF62 7BL or email swcccinfo@gmail.com
Policy changes
This Privacy Policy
is regularly reviewed. This is to make sure that we continue to meet the
highest standards and to protect your privacy. We reserve the right, at all
times, to update, modify or amend this Policy. We suggest that you review this
Privacy Policy from time to time to ensure you are aware of any changes we may
have made, however, we will not significantly change how we use information you
have already given to us without your prior agreement. The latest version of
this policy can be found at www.swccc.net
If you have a
complaint
If you have a
complaint regarding the use of your personal data then please contact us by:
Writing to: Membership Secretary, 16 Brenig Close, Cwm Talwg, Barry, Vale of
Glamorgan, CF62 7BL or email swcccinfo@gmail.com
And we will do our best to help you.
If your complaint
is not resolved to your satisfaction and you wish to make a formal complaint to
the Information Commissioners Office (lCO), you can contact them on
01625 545745 or 0303 123 1113. You also have the right to
judicial remedy against a legally binding decision of the ICO where you
consider that your rights under this regulation have been infringed as a result
of the processing of your personal data. You have the right to appoint a third
party to lodge the complaint on your behalf and exercise your right to seek
compensation.