Privacy and Accessibility

Every effort has been made to ensure that the original template pages for this site are W3C compatible.

However, as the content of pages is supplied by the club, such content may not be compatible.


We do not use cookies on this site to identify individuals, other than when a member logs into the members area. These are 'Session Cookies' which are destroyed when a member logs out of the site or closes the browser window - they are not stored long term on the user's computer. These are used so that a member can only log into his/her club etc.

We use Google Analytics to make sure our statistics are reliable.

Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on. We do not collect or store your personal information (e.g. your name or address) so this information cannot be used to identify who you are.

We have some pages that link to external tools such as Google Maps and YouTube. These tools sit on Google’s web servers and you can find more information on Google's Privacy Policy here.

Some pages may have cookies used to integrate with Social Media sites, so that, for example, if you are logged into Facebook, you can 'like' pages.

We do not collect personal data in the public area of the site - if you complete a contact form, for example, your email address is not stored in a database for re-use, nor is any information passed to third parties.



 Helensburgh Garelochside Rotary respects the confidentiality of any personal data you share with us, or that we have access to through Rotary International, to keep it safe, and we will always take every effort to protect your privacy.

What information do we collect

We will only ever capture the minimum amount of information that we need to in relation to your membership, donation or service. The data that we collect may include:

•           Your name
•           Your business name
•           Your business contact name
•           Parent/carer name
•           Your contact details
•           Your date of birth
•           Your occupation/previous occupation
•           Partner name
•           Where it is appropriate, we may also ask for additional information

Why do we collect your personal data

We collect your personal data so that we can:

•           Administer your membership or donation, including processing Gift Aid
•           Calculate membership subscriptions
•           Organise meetings and other event planning
•           Prepare an annual club handbook/member list 
•           Provide information to club officers and others involved in our 
            programmes and service projects
•           Communicate messages and information to members
•           To provide you with Rotary services, products or information

Where is your data stored?

Membership data is stored in a database owned and operated by RIBI that is secure and fully complies with the GDPR. In turn that database will provide limited information to the RI Global membership database in the USA, which is also GDPR compliant.

Non-membership data will be stored by the responsible club officer in a secure GDPR compliant environment.

If any Rotarian stores their own Rotary contact data they are responsible for handling that data within a GDPR compliant environment.

Who is able to access your details?

Rotarians - only you and you alone can access and amend your full details. The Club Secretary/Data Administrator can only create and terminate your record and amend your name and contact details.  Therefore please ensure that your details are correct and that you are happy for them to be widely available. You are able to withhold some information should you wish and equally you can elect from whom and where you receive communications (Emails).

Non-Rotary data can only be accessed by the responsible Rotarian.

Who will it be shared with?

Helensburgh Garelochside Rotary will not sell or otherwise disclose your data to any third party other than to police or regulatory authorities.

Membership data will, however, be shared within the wider Rotary organisation made up of Rotary International, The Rotary Foundation (TRF), Rotary International in Great Britain and Ireland, the Rotary Foundation United Kingdom (RFUK to facilitate membership or donations and to provide the service afforded to you as part of that membership/donation.

How long will it be kept?

We will only keep your data for as long as is necessary for the purpose for which it was collected. 

At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and planning.

Changes to this privacy policy

We may change this privacy policy from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website or by notifying you directly.