This Policy explains when and why we collect personal information about our members and instructors, how we use it and how we keep it secure and your rights in relation to it.

We may collect, use and store your personal data, as described in this data privacy policy and as described when we collect data from you.

We reserve the right to amend this data privacy policy from time to time withour prior notice. You are advised to check our website www,medinamariners.org for any amendments (but amendments will not be made retrospectively).

WHO ARE WE?

We are the Medina Mariners Association, we can be contacted via the hon secretary at secretary@medinamariners.org

WHAT INFORMATION WE COLLECT AND WHY

Type of information	Purposes	Legal basis of processing
Member's name, address, telephone numbers, e-mail address(es).	Managing the Member’s membership of the Club. Keeping in touch with the Member (including by newsletter).	Performing the Club’s contract with the Member. For the purposes of our legitimate interests in operating the Club.
The Member’s name and details of boats parked at the MMA compound.	Managing the MMA compound.     Allocating compound spaces.	For the purposes of our legitimate interests in operating the Club
Photos and videos of Members and their boats	Putting on the Club’s website, social media pages, newsletter and using in press releases.	Consent. We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting us by e-mail or letter.
Bank account details of the member or other person making payment to the Club	Managing the Member’s and their dependants’ membership of the Club, the provision of services and events.	Performing the Club’s contract with the Member.
The Member’s name and e-mail address, whilst a current member of the Club	Passing to the RYA for the RYA to conduct surveys of Members of the Club.  See paragraph 5.3 below.	For the purposes of our legitimate interests in operating the Club and / or the legitimate interests of the RYA in its capacity as the national body for all forms of boating.
Name, e-mail address and telephone number of each Club Officer	Information published on Club’s website, in Club’s newsletter and other publications, in the Club’s marketing materials and made available to the RYA, in each case as a point of contact at the Club	For the purposes of our legitimate interests in operating and promoting the Club
Name, e-mail address and telephone number of each Club committee member	Information published on Club’s website	For the purposes of our legitimate interests in operating and promoting the Club

 

 

HOW WE PROTECT YOUR PERSONAL DATA

We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse or unauthorised alteration or destruction.

Please note however that where you are transmitting information to us over the internet, this can never be guaranteed to be 100% secure.

We will notify you promptly in the event of any breach of your personal data that might expose you to serious risk.

WHO ELSE HAS ACCESS TO THE INFORMATION YOU PROVIDE US?

We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in the table above or in the paragraph below.

We may pass your personal data to the RYA for the purpose of carrying out surveys, when it is in the legitimate interest of the club and the RYA to do so. The RYA may use third parties to carry out the surveys but disclose only the personal data that is necessary for the third party to do so and will have a contract in place that requires the third party to keep your information secure and not to use it for their own purposes. 

HOW LONG DO WE KEEP YOUR INFORMATION

We will hold your personal data on our systems for as long as you are a member of the association and for as long afterwards as it is in the association's legitimate interest to do so, for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form to be able to comply with future obligations eg compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.

We securely destroy all legal information once we have used it and no longer need it.

YOUR RIGHTS EXPLAINED

a) It is important that you understand what rights you have in respect of the Personal Data and Special Category Personal Data that we hold about you. To let us know that you wish to exercise any of your rights outlined above, please contact the MMA Hon Secretary. email secretary@medinamariners.org

b) The right to be informed (knowing how we will use your data). You have the right to be told how we will use your personal data – which is set out in this notice.

c) The rights of access (being provided with copies of your data). You have the right to ask us to provide you with a copy of your personal data. We will supply any information you ask for as soon as possible but may take up to one month once we are satisfied as to your identity. We will not charge you for this. This is called a data subject access request.

d) The right to rectification (changing incorrect information we hold). If you believe our records are inaccurate, you have the right to ask for those records concerning you to be updated. Contact details for any requests can be found above.

e) The right to be forgotten (erasure). Requesting deletion of your personal data. In some cases you have the right to be forgotten (ie to have your personal data deleted from our database). 

f) The right to restrict processing (limiting how we use your data). In certain situations you have the right to ask for processing of your personal data to be restricted because there is some disagreement about its accuracy or legitimate use. 

g) The right to data portability (moving your data in a useable format). You have the right to request the personal data you provided to us, in a structured, commonly-used and machine-readable format and/or transmit that data to a third party – in certain situations.

h) The right to object (when we must stop processing your data). You have the right to object to us processing the data purely for our legitimate interests. If you make such a request, we must stop processing your personal data  unless: we can demonstrate compelling legitimate grounds for the processing, which override your interests, rights and freedoms; or the processing is for the establishment, exercise or defence of legal claims.

i) The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you, or similarly significantly affects you. The Medina Mariners Association does not undertake automated decision making or profiling,

You have the right to take any complaints about how we process your personal data to the Information Commissioner.

0303 123 1113

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire.

For further information on each of these rights, including the circumstances in which they apply, please see the guidance from the UK Information Commissioner's Office (ICO) or individuals' rights under the General Data Protection Regulation.