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 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.
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.
We respect data privacy and are committed to protecting individuals’ personal data, and in keeping with our commitment to Rotary principles and practices. In particular, we respect the confidentiality of any personal information you share with us.
The Glossary below may assist you to understand the meaning of some of the terms used in this Privacy Notice.
1. IMPORTANT INFORMATION AND WHO WE ARE
We are a data controller for the purpose of the General Data Protection Regulation(GDPR) and Data Protection Act 2018 (DPA 2018) and are responsible for personal data.
If you have any questions about this, please contact us on firstname.lastname@example.org
PLEASE KEEP US UPDATED ABOUT YOUR DETAILS
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes, including, in particular, your address, telephone number(s) and email address.
2. THE DATA WE COLLECT ABOUT YOU
For the purposes of this privacy notice personal data, or personal information, means any information about an individual from which that person can be identified.
We may collect, store, use, and and (from time to time), transfer different kinds of personal data about you which we have grouped together as follows:
• Identity Data which can includes all or any of the following, namely your full name, marital status, title, date of birth and gender.
We do not envisage we will collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. In the event that we process any special category data we will do so in circumsatnces where it this is lawful and in accordance with the requirements of the GDPR.
3. HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you including through Direct interactions - You may give us your Identity and Contact Data by telephone, email or otherwise.
We will only use your personal data when the law allows us so to do. Most commonly, we will use your personal data in the following circumstances:
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
The main purposes for collecting, storing and using your data is in order to keep in touch with you and to enable members of our Club (and their spouses and partners) to keep in touch with each other.
Please contact us if you wish to opt out of any messages or messages in relation to particular iniitiatives activities or subjects at any time.
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us so to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
• The Rotary organization, comprising: Rotary International, The Rotary Foundation (TRF), Rotary International in Great Britain and Ireland, the Rotary Foundation United Kingdom (RFUK) and the RIBI Donations Trust
• In the course of the Club's relationship with third parties, e.g. schools, golf day supporters, charitable causes.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
HOW LONG WILL YOU USE MY PERSONAL DATA FOR?
We will only retain your personal data for as long as necessary to fulfil the purposes for which we collected it including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Details of retention periods for different aspects of your personal data are available upon request from us.
8. YOUR LEGAL RIGHTS
NO FEE USUALLY REQUIRED
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
WHAT WE MAY NEED FROM YOU
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
TIME LIMIT TO RESPOND
We try to respond to all legitimate requests within 28 days. Occasionally it may take us longer than this if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Email address: email@example.com
Postal address: Parkview House, Victoria Road South, Chelmsford, Essex, CM1 1NG
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however,appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Legitimate Interest means our interest in conducting and managing our affairs to enable us to maintain contact with all members of our Club, to enable members to contact each other and to deliver our avenues of service. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us firstname.lastname@example.org
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation to which we are subject.
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with the law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to keep in touch with you. We will advise you if this is the case at the time you withdraw your consent.