About this Policy
This policy explains when and why we collect personal data about you, how we use it, how we keep it secure, and your rights and obligations in relation to it. It applies to full members, temporary members, applicants for membership, former members whose membership has ceased and guests who also attend our events.
Royal Naval Volunteer Reserve Yacht Club (the Club) is committed to complying with the UK General Data Protection Regulation (GDPR) when dealing with your personal data. How GDPR applies to you is explained at ico.org.uk/your-data-matters.
We keep this Policy under regular review, and may change it from time to time, so please check this page for the latest version. Please also refer to the Club Rules, Section 24: Data and Data Protection.
When do we collect your personal data?
What do we collect?
When do we collect your personal data?
When you join the Club, you complete an application form. The information you provide, together (since 2020) with any letter of recommendation from an existing member submitted in support of your application, is stored on the website and forms the basis of your member profile.
Personal data about you that is stored in your member profile will include, but is not limited to, the following:
An invoice is also issued and retained on the website for any items you purchase directly from Slops.
Further financial information is collected and retained by the IT systems of the following third parties:
Photographs and video taken by you and other members of yourself and fellow members and submitted for use by the Club may be copied into our photo repository, Flickr, for retention in our archives and others may be used on the website or in newsletters.
Videos of Zoom meetings may be taken and kept in an external video repository, Vimeo, for reference and viewing subsequently including of AGMs conducted by Zoom.
Why do we collect personal data?
We require your personal data to run the Club for the benefit of our members in accordance with the Club's Objects as set out in our Club Rules.
The following is a list of some of the purposes for which your personal data is used:
To enable its management of the Club's affairs, the Committee has authorised the following Officers and other post-holders to have access to all your personal data on the website in order for them to to fulfil their roles:
The Club's Banks
With which third parties do we share your personal data?
The Club will never sell your personal data.
We share your personal data with third parties in order for them to provide goods or services of benefit to you. We disclose the minimum data that is necessary to enable the third party to fulfil the requirements.
Wild Apricot Inc
Affiliated Yacht Clubs
Venues and Marinas
This cloud-based company provides storage facilities for our photos and organises our photo archives. The photos can be accessed by the public. Descriptions of the photographs never contain a name of an individual but may contain a short identifier for the event, for example, "2019 Annual Dinner".
How do we keep your personal data secure?
What rights do you have over your own personal data?
Under the GDPR you have the following rights:
In all cases, please contact the DPO or the Membership Secretary for help.
What obligations do you have over other members' personal data?
What happens to your personal data if your membership ceases?
If your membership ceases, we will generally keep your personal data until the end of the calendar year after which your membership ceased, provided that by then, the Hon. Treasurer can confirm that there are no payment queries outstanding. However, the list of registrants for any event in which you participated will be retained on the website for a minimum of three years after its conclusion for personal injury claims.
After that time, the list is deleted and any records of your attendance at a Club event or entry into other financial transactions with the Club will be erased together with all invoices issued to you. Our financial systems will solely retain the invoice number and amount but there will no longer be any way to link back to the original invoice which shows your name and other details.
Records of your financial transactions with the Club will be retained for as long as is necessary to allow the Club to fulfil its obligations to the tax authorities.
In some instances, your name will remain on the Club website in order for us to maintain our archives, for example, on the list of members who contributed to the cost of the portrait of our Admiral.
Photographs of you either on your own or within groups of other members held on Flickr will not be deleted. These relate to club events going back to 2010 and form part of our archives. This policy will also apply to other historic photos.
If you appear in a video which is stored and shared on Vimeo the video will not be deleted as it forms part of the Club's archives.
No member is permitted to keep on their own devices any personal data of other Club members (unless they are personal friends) beyond the time when the data is necessary in fulfilment of their role or task undertaken on behalf of the Club.
How does this policy apply to guests?
When you register for an event, you are required to add the names of any guests who will also participate, together with any choices they make as to meals or activities relating to the event. All registered guests are covered by our Club's Combined Liability insurance policy, for which a list of registrants for the event is retained on the website for at least three years. At the beginning of the year following, the list will be deleted.
Information on the GDPR can be found at ico.gov.uk.