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General Data Protection Regulations
(GDPR)
About this policy
This policy explains when and why we, Deaf Camping and Caravanning Club uk (DCCCuk) collect personal information about our members and how we use it;
- Keep it secure and club member’s rights in relation to it.
- This includes probationary members, visitors and guests.
- We will collect, use and store personal data, as described in this Data Protection Policy when people engage in activities at the club.
- Normally this will be through some level of membership.
We reserve the right to amend this Data Protection Policy from time to time without prior notice. You are advised to check our Club notice board regularly for any amendments at www.dcccuk.com. We will only share your personal data with any third parties as outlined below.
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 UK government website below for the Information Commissioner’s Office.
Government website:
www.gov.uk/government/organisations/information-commissioner-s-office
Responsible person
For the purposes of the GDPR, The Club Membership Secretary will be the “controller” of all personal data we hold about club members and others. The Membership Secretary is responsible for making sure the club complies with the General Data Protection Regulation (GDPR) which applies from (date?). We will review personal data every year to establish whether we are still entitled to process it or not.
Member’s rights
You have rights under the GDPR:
- To access your personal data
- To be provided with information about how your personal data is processed
- To have your personal data corrected
- To have your personal data erased in certain circumstances
- To object to or restrict how your personal data is processed in certain circumstances
For more details, please address any questions, comments and requests regarding our data processing practices to the Membership Secretary.
Specific use and sharing of personal information
In general your personal data will only be used for the purposes of membership management (renewals etc.) and your email and telephone numbers may be used for communication about news/ at the regions areas, and other important notices etc. Your personal data will not be passed to anyone else outside the club and your email will only be given to someone outside the club with your permission.
The Lawful reasons for processing your data.
We have three lawful reasons for processing your data, which are:
(a) Processing is necessary for compliance with our legal obligation as a Deaf Camping and Caravanning Club uk (DCCCuk).
(b) Processing of your data is necessary for the administration of your membership.
(c) You have given consent to the processing of your data by signing our privacy statement for the specific purposes set out in this policy.
Children
Parents or guardians signing the probationary or full membership form are giving their permission for the data to be used as described elsewhere in this policy.
How we protect your personal data
The Data Controller will process membership information electronically and hold all information on a database on their personal computer. Paper copes of data will be held at the membership Secretaries home and secured in a suitable secured cabinet. If it is necessary to transport data it will be kept secure.
Committee Members may also hold information pertaining to members and this will be in the form of a contact list and will be used for no other purpose than it was intended under their instruction and necessary information will be made available to coaches and instructors only as required.
In the unlikely event of a breach of the security of data we will notify members promptly and we will never sell or pass on your personal data.
Request to see your personal information
If you wish to know what personal data the club holds please email the Membership Secretary at dcccuk@googlemail.com and he/she will respond within 14 days of the request (depending on availability).
Accuracy and retention of data
Each individual member is responsible for keeping the Membership Secretary informed of changes to their data (e.g. address/telephone number etc. and this is updated at least once a year at renewal and you are at that time authorising the club to hold such data on file.
The data are kept on file at the, Membership Secretary’s home address and in a secure area on the Secretaries computer to enable electronic renewals. The data will normally be kept for up to 3 year’s and renewed as part of the membership process every year, the member has a responsibility to inform the secretary of any changes to their, Home Address, Name, phone number or E mail address. It may be kept for a longer period for reasons of legal and civil action or other ongoing case management. Name, address and length of membership will be kept for up to 30 years for management of historical insurance claims. Names and scores may be kept indefinitely for reason of historical significance – e.g. on trophies, plaques and other awards.
We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.
If you have any questions that haven’t been covered, please contact your Membership Secretary
Policy was last updated (**date**)
Public Liability Insurance (example)
Expiry date: 23rd September 2025
Certificate as shown below
