Holyhead Sailing Club believes we have a fundamental duty to keep your data secure so you can have confidence when learning about our campaigns and supporting us. We have developed this policy to help you understand what we do with your data.
Once the Sailing Club becomes a Community Interest Ltd company the details will be placed here. Currently the policy applies to:
- Holyhead Sailing Club, Holyhead Sailing Club, Newry Beach, Holyhead, Anglesey. LL65 1YD
Holyhead Sailing Club is registered as data controllers with the Information Commissioner’s Office for the United Kingdom and is referred to as Holyhead Sailing Club in this document. This policy is written in accordance with the General Data Protection Regulation (GDPR) 2018 and with the Data Protection Act 1998.
This policy applies to all pages hosted on this site and other services Holyhead Sailing Club runs. It does not apply to other organisations around the world or other organisations we may direct you to whose privacy policies may differ.
1. How your data is collected
1.1 Who collects your data
Holyhead Sailing Club is responsible for all collection of your data for Holyhead Sailing Club. In many cases, such as our website or our office telephone, this will be done directly by Holyhead Sailing Club. However, in some circumstances they may be collected on behalf of Holyhead Sailing Club by third parties who have been employed by Holyhead Sailing Club. When your data is collected by a third party in this way, those third parties are legally bound to process your data only for the purposes explicitly set out by Holyhead Sailing Club.
Your information may be shared with us by charitable giving sites or independent events organisers, for example JustGiving or by carefully selected commercial partners, if you have specifically consented to allow your data to be shared with Holyhead Sailing Club in this way. Depending on your settings or the privacy policies for social media and messaging services, you might give us permission to access information from those accounts or services. For example, if choosing to register for an activity using a ‘Sign up with Facebook’ link, Facebook may share information such as your name and email address with us.
1.2 What data Holyhead Sailing Club collects
In most circumstances, Holyhead Sailing Club will only ask for your name and contact details (plus payment details if you are joining or making a payment). Sometimes, we may ask for additional information where it may either help us in our campaigns, our event organisation or help us keep our communications relevant to you. We may also use your name and contact details to check against sources, such as Royal Mail’s National Change of Address and the BT Operator Services Information System (OSIS) file, to ensure we have the most up to date contact details for you.
Holyhead Sailing Club will also collect information such as your Internet Protocol (IP) address for monitoring and improving the effectiveness of our website services as well its security.
We may occasionally supplement your data with other publicly and commercially available information where it meets GDPR standards.. This may include information such as your sailing interests, details of mooring and race or cruise entries to ensure our communications are relevant. We may store relevant information about you that you voluntarily share with us.
We will only collect sensitive personal data where absolutely necessary and with your explicit consent. All data collected by Holyhead Sailing Club will be retained only for an appropriate length of time, defined by our legal requirements and operational needs, and will be securely archived or deleted after this time.
Cookies are small files that are downloaded onto your computer (or your mobile phone) from websites that you visit. Cookies contain information that allows websites to recognise that you have used the site before.
This website also uses Google Analytics Advertising Features to enable us to better understand the interests of our audience and to tailor our communications be more relevant to you. You may see Holyhead Sailing Club listed in locations such as in search results or on the Google Display Network.
If you do not wish to see these adverts, you can:
All browsers allow you to control which cookies you accept and which you delete. You will usually find these settings under the ‘Preferences’ or ‘Tools’ menu of your browser. For more information about cookies, please see www.allaboutcookies.org.
2. How your data is kept secure
2.1 What Holyhead Sailing Club does to keep your data secure
Holyhead Sailing Club uses industry-standard tools, such as firewalls and Secure Socket Layers, to safeguard the confidentiality of your personally identifiable information. We make every effort to protect against the loss, misuse and alteration of the information under our control.
In addition, we always use a secure connection when collecting personal financial information from you and conform to PCI standards. All forms which request credit card or bank details use the SSL (Secure Sockets Layer) protocol for encryption. Most web browsers (e.g. Microsoft Explorer, Mozilla Firefox, Safari, Google Chrome, etc.) support SSL. The link between your web browser and the server is secure if your web browser displays a small padlock or key symbol somewhere in the frame, or the address bar shows a web address beginning https:// (rather than http://)
We endeavour to keep all supporter data inside the European Economic Area (EEA), and ensure that any time data is transferred outside the EEA exactly the same provisions on data security and processing are applied.
2.2 Who has access to your data
Holyhead Sailing Club will never sell your data to any other organisation. Holyhead Sailing Club also never shares or swaps your data with another organisation unless we have made it obvious up front (e.g. for the purpose of handing in a petition to the government).
We may also share anonymised (or ‘hashed’) versions of your data with partners such as social media providers for the purposes of helping achieve our campaigning and fundraising aims, by delivering personalised content to existing supporters and identifying similar audiences. You may opt out of such data sharing at any time by contacting us using the details at the bottom of this policy.
Within Holyhead Sailing Club, only those authorised to process your data can access your data. We work hard to ensure our staff and volunteers can only see the data they need to perform their tasks. All our staff are trained to understand data protection and what they need to do to keep your data secure.
3. How we use your data
Holyhead Sailing Club uses your data in a variety of ways which include the following:
- Processing membership and mooring fees received from you.
- Making enquiries or informing you about your interactions with us (e.g. resolving issues with Direct Debits, or informing you of changes to events)
- Responding to any complaints from you.
- Keeping you updated on our campaigning work.
- Informing you of volunteering opportunities.
- Inviting you to participate in surveys or research.
- Reviewing records such as for financial audits.
- Monitoring your information to prevent fraud.
- Working with authorities in cases of fraud or criminal investigations.
4. How Holyhead Sailing Club will communicate with you
To respond to your queries we will contact you either via the medium you used to contact us or by a medium you have indicated you would like us to respond with. If we need to contact you for any administrative purposes then we will usually email you or call you depending on what contact details we have available for you.
4.1 How you can affect the way Holyhead Sailing Club communicates with you
The first time you sign up with Holyhead Sailing Club, you will choose how you would prefer to be contacted. We will respect your choices and not make any changes to your preferences unless you change them yourself, or contact us to change them on your behalf.
You can unsubscribe from our emails at any time through the unsubscribe link at the end of all our emails.
You can also change your mind on how you would like us to contact you or tell us that you would no longer like to hear from us through our preference form, by calling 01407 762526 or emailing us.
5. How Holyhead Sailing Club protects children’s privacy
The safety of children is very important to us. No information should be submitted or posted to Holyhead Sailing Club by children under the age of 13 without prior parental/guardian consent. If you are aged under 13, please ensure you obtain your parent/guardian’s consent before sending any personal information to this website.
All applicable laws are followed with respect to data collection from children. Where we have date of birth information, we will not share data collected from children with any third parties at any time under any circumstances.
6. How to find out more or make a complaint
You have a right to ask for a copy of the information we hold about you, which Holyhead Sailing Club will supply to you within one month. Holyhead Sailing Club will ask for proof of identity, and may charge a fee should any request be unusually complex or time-consuming.
If you have any specific questions about how Holyhead Sailing Club processes your data which are not answered here or you would like to make a complaint about how we have managed your data then please either write, call or email us via the details below.
Holyhead Sailing Club
If you are not satisfied with our response to your enquiry then you can contacted the Information Commissioner’s Office directly via the details on their website.
7. Changes to this policy
Last updated: 24th May 2018