Personal data policy

The purpose of this document
WVCC is committed to protecting the privacy and security of your personal information. By personal information, we mean information which, by itself or with other data available to WVCC, can be used to identify you.

In summary, this policy sets out how we promise to look after your personal information.  It describes how we collect, use and share personal information relating to our members and anyone who participates in a WVCC activity (e.g. canoe taster sessions).

WVCC holds information and data in line with 2018 General Data Protection Regulation (GDPR), in order to administer WVCC’s membership and other activities.  We use data to keep our members informed of the club’s activities and ensure the safety of WVCC members and members of the public participating in WVCC activities.  WVCC retains and shares information pertaining to coaches and committee members to satisfy our affilitation with our national governing body (British Canoeing)

Who processes personal information at WVCC?

Personal data gathering and processing is confined to elected honorary committee members. They understand the need to keep the minimum data necessary, information accurate, confidential, securely stored and ensure it is used sensitively and appropriately. When necessary, personal data may be shared in order to:

·       Communicate with members and potential members about WVCC activities or events WVCC is participating in

·       Ensure the personal safety of people participating in WVCC activities

·       Providing anonymized data for statistical analyses (ie. Individuals cannot be identified).

What information does WVCC hold?

WVCC keeps data relating to its members to identify which individuals are covered by a membership subscription and enable the club to communicate with those members. Permission to use still and moving images for the purposes of training, instruction or promotion materials for the club or sport are specifically requested on the membership form. The club invites members and other people participating in WVCC activities to provide data relating to medical conditions and emergency contacts relevant to the specific activity.

WVCC keeps data relating to WVCC’s coaches, including their coaching qualifications, skills and training and the club records their Disclosure and Barring Service status.

How long does WCC keep information?

WVCC asks new members to provide data when they join the club and, at the time of each annual membership renewal, requests members update data relating to themselves and their family members, as the time they renew their membership.  Members have the facility to update their own data at any time, and the Club’s Membership Secretary periodically updates records when requested or necessary.  Data is held throughout the period that a person continues to be a member.  Data is retained for a period of up to 1 year after a member is invited to renew their membership and deleted if their membership is not renewed. Attendance records at club or related events may be kept for up to 3 years (for insurance purposes) and financial transactions for whatever period is required by law.

Where is the information stored?

Data relating to membership and WVCC events is stored on Group Spaces a third party hosted system that WVCC subscribes to.  Club Coaches and Committee members may process member data on file storage devices providing the information is secured by password/encrypted and protected physically e.g. backed up regularly; stored in locked cabinet.

A ‘closed group’ social media platform is available to club members (aged 14+ years) and interested parties to provide benefits to members. Club Committee members ‘gate keep’ entry to this platform by vetting, as far as possible, applications to become a member of the closed group but subscribers enter this platform at their own risk.

Rights of enquiry to view, update, correct or delete data /information held by WCC

Members may view their personal data at any time by accessing their account on Group Spaces or requesting access from WVCC’s Membership Secreatary.  WVCC Members or anyone who has participated in a WVCC events may, on provision of suitable identity verification, make a Subject Access Request to confirm what information is held on file about them (where and by whom). They may also request information is corrected, updated or deleted.  Such requests should be complied with, usually free of charge and within one month of request.

Grievance process

Whilst the WVCC organisation aims to hold, process and store personal data in a transparent, open and secure manner to everyone’s satisfaction; complaints may arise.  These should be directed to the WVCC Committee either via the WVCC Membership Secretary or the Committee Secretary. 

Data breaches will be reported within 72 working hours of WVCC officers becoming aware of the breach to The Information Commissioner’s Office which oversees the Data Protection procedure.

Waveney Valley Canoe Club

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