GENERAL DATA PROTECTION REGULATIONS – PRIVACY STATEMENT – January 2021 (rev)
Stornoway Angling Association, hereinafter referred to as SAA, will be a “controller” of the personal information that you provide to us.
When you register as a member of SAA or renew your membership (including if you are registering or renewing on behalf of a child under the age of 18), we will ask you for the following personal information:
- contact details
- postal code
- email address
- telephone and mobile numbers
- date of birth
Membership criteria / category:- Full, Concession, Associate, Honorary, Youth, Student;
Why we need your personal information – contractual purposes
We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:
provide you with core member services, including constitution, rules and code of conduct of SAA.
send you membership communications by post or email in relation to essential membership services, including but not limited to, general meeting notices, membership renewals, membership fees’ information,
If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.
Why we need your personal information – legitimate purposes
We also process our members’ personal information in pursuit of our legitimate interests to:
promote and encourage participation in angling by sending, to members, communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed and your personal information may also be used in images captured from our competitions and events, which we use for promotional, educational and development purposes
provide competition in angling by accepting and managing entries for our competitions and checking your personal information to ensure you are entered into the correct category;
monitor and develop participation in angling by monitoring members’ engagement and participation and inviting our members to participate in surveys for research and development purposes;
develop and maintain our members’ qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG / child protection requirements;
respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to angling. With reference to the SAA disciplinary procedure, for example, we will use your personal information to investigate any complaint, to suspend membership, take disciplinary action.
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above
processing, please contact us on email@example.com
Why we need your personal information – legal obligations
We are under a legal obligation to process certain personal information relating to our members for the purposes of complying with the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults.
Other uses of your personal information
We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.
Who we share your personal information with
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children, and to assist in any alleged criminal or other investigations.
We may also share personal information with our professional and legal advisors for the purposes of taking advice.
How we protect your personal information
Your personal information is stored on our electronic member management system and is accessed by designated SAA committee members for the purposes set out above, and by technical staff at the Clubmate member management HQ. All access is password controlled.
How long we keep your personal information
We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for a minimum of 6 years.
You can exercise any of the following rights by writing to us at firstname.lastname@example.org
Your rights in relation to your personal information are:
- You have a right to request access to the personal information that we hold about you by making a “subject access request”;
- if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
- you have a right to request that we restrict the processing of your personal information for specific purposes;
- and if you wish us to delete your personal information, you may request that we do so.
Any requests received by SAA will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk
(Document revised in January 2021 to take account of the data collection procedures in the Clubmate member management system and amendments to the SAA constitution since 2018.)