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.
Neil Smith Data Protection Compliance Officer
Rotary Club of Winslow
Rotary Club of Winslow Privacy Notice – As Approved by Club Council, Club Business Meeting and Charity Trustees 8 May 2018
Rotary Club of Winslow also known as Winslow Rotary Club and which is Rotary Club number 23601 (“we”) promise to respect 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 reasonable efforts to protect your privacy. [For the purpose of this privacy notice, Rotary Club of Winslow, number 23601 also includes Rotary Club of Winslow Trust Fund, Registered Charity in England & Wales number 1121197].
We pride ourselves on our honesty and openness and will always be clear how, when and why we collect and process your information; we promise we will never do anything with your details that you wouldn’t reasonably expect.
Developing a better understanding of our members, potential members and donors is crucial, and your personal data allow us to manage your membership and provide the services you are entitled to.
We collect information in the following ways:
When you give it to us DIRECTLY
There are many ways you may give us your information. For example, when you join as a member, begin volunteering, make a donation or communicate with us either by phone, in writing, including email or in person. We are responsible for your data at all times.
When you give it to us INDIRECTLY
Your information may be shared with us by independent organisations, for example sites like Virgin Money Giving or BT MyDonate or other such services. These independent third parties will only share your information when you have consented. You should check their Privacy Notice when you provide your information to understand fully how they will process your data.
Via Social Media
Depending on your settings or the privacy notices for social media and messaging services like Facebook, WhatsApp, LinkedIn or Twitter, you might give us permission to access information from those accounts or services.
Via information available publicly
This may include information found in places such as websites (Club, District, action groups etc), Companies House and information that has been published in articles/newspapers.
Like many websites, we may use “cookies” to help us make our site, and the way you use it, better. We do not store any personal data in the cookies that we use.
Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier for example by automatically filling your name and address in text fields.
In addition, the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.
The type and quantity of information we collect and how we use it depends on why you are providing it. You should be able to control what cookies are placed on your device through your browser settings. Go to https://www.aboutcookies.org/ to find out more about cookies, including how to see what cookies have been set and how to manage and delete them.
We may use Google Analytics to analyse the use of our websites by generating statistical and other information.
Details captured during your visit to our websites may include, but are not limited to, traffic data, location data, weblogs and other communication data and the resources you access. However, all data collected is anonymous and will not identify you as an individual.
Google, not us, stores this activity information. You can view Google’s privacy notice at http://www.google.com/privacypolicy.html
To opt out of being tracked by Google Analytics across all websites visit .https://tools.google.com/dlpage/gaoptout
What personal information we collect and how we use it
We aim only to capture the minimum amount of information that we need to in relation to your membership, donation and products and services we provide to you and we promise to keep your information secure. The personal data we will usually collect is:
Your contact details
Your date of birth
Your bank or credit card details (as relevant to the service provided)
Details of the enquiry, service or product
Where it is appropriate, we may also ask for additional information
How we will use your data
We will use your personal data for the legitimate interest of conducting core business activities, these will include to:
Administer your membership or donation, including processing Gift Aid
Provide you with the services, products or information you asked for
Provide services, products, guidance or information to clubs and districts for their general activities, including Disclosure and Barring Service checks
Communicate organisational messages and information to members and potential members
Facilitate conferences, training seminars, meetings and other special event planning
Support The Rotary Foundation (TRF) and the Rotary Foundation United Kingdom
Provide information and updates on Club, District, RI and RIBI programmes and service projects
Prepare Club and Rotary directories
Identify candidates for Club, District, RIBI, RI, Presidential and Foundation appointments to conferences.
Make appointments to committees, club and district offices, task forces and other assignments within the Rotary organisation
Present our, RIBI’s and RI’s website and its contents to you and to allow you to participate in interactive features on our website
Keep a record of your relationship with us
Understand how we can improve our services, products or information
In any other way we may describe when you provide the information
For any other purposes with your consent
We do not collect any personal information on members classified as ‘sensitive’ under GDPR.
Interact, Rotakids and under 18’s data
We aim not to collect information from under 18’s. Where we receive such information, for example when a young person writes to us directly with an appeal, we will ensure that the relevant responsible adult is involved and approves of any data issues involved.
Interact and Rotakids clubs are managed through the identified Rotarian member contact.
We do not ordinarily use CCTV. In some locations where we run activities CCTV may be operated. We may or may not be aware of this. In these cases the data generated are controlled by the operating person or organisation and not by Us.
Recording Telephone Calls
We do not ordinarily record telephone calls. In some cases callers may be able to leave a message on a recording device or system. In these cases the information left will only be used for the purposes requested in the call by the caller or for providing consolidated information such as the number and duration of such messages.
1) Our service/host providers In the course of our legitimate business activities, there may be a need for us to share, or give access to, your personal data to third parties that provide us with services or host our applications/software that you may access, for instance:
Our IT development, management and support providers
Banking organisations – those that provide our banking/payment services
HMRC – for Gift Aid details
Rotary District, RIBI and Rotary International
Shred-it – our confidential paper disposal provider We will ensure that data processing agreements, compliant to GDPR, are in place before sharing with, or giving access to, your data with any of our service/host providers.
2) Sharing within the Rotary organisation
The Rotary organisation is made up of Rotary International, The Rotary Foundation (TRF), Rotary International in Great Britain and Ireland, the Rotary Foundation United Kingdom (RFUK) and the RIBI Donations Trust.
When you give information to us it may be shared within the wider organisation to facilitate your membership or donations and to provide the service afforded to you as part of that membership/donation. We will ensure that data processing agreements, compliant to GDPR, are in place before sharing your data within the wider organisation.
Rotary clubs and districts within Rotary International in Great Britain and Ireland are data processors for some of your personal information associated with your membership and will process your data in accordance with the RIBI privacy notice. Clubs and districts also collect personal data for their individual club and district activities and are therefore also independent data controllers. This means they are also legally responsible for protecting your data under GDPR legislation whilst in their safekeeping and will have their own privacy notices in this respect.
3) Sharing with third parties
We will never commercially sell your personal data to anyone else.
We will only ever share your personal data in other circumstances, not listed above, if we have your explicit and informed consent at the time of collection. However, we may need to disclose your details if required to the police, other agencies, for example HMRC, regulatory bodies or our legal advisors.
How we keep your information safe and who has access to it
We ensure that there are appropriate physical and technical controls in place to protect your personal details. For example, confidential paper records are securely stored, confidential paper waste is shredded either by members or by secure document disposal contractors.
We undertake regular reviews of who has access to information that we hold to ensure that your personal information is only accessible by appropriate Rotary members or service providers.
We have a duty to report certain types of personal data breaches to the relevant supervisory authority, and where feasible, we will do this within 72 hours of becoming aware of the breach. If a breach is detected and likely to result in a high risk of adversely affecting you, we will inform you without undue delay.
Where we store your information
Your personal information will be hosted securely within the UK or the EU by ourselves and / or Rotary International in Great Britain & Ireland.
However, Rotary International run its operations outside the European Economic Area (EEA). Although they may not be subject to the same data protection laws as organisations based in the UK, RIBI will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you understand your personal data will be transferred, stored and processed at a location outside the EEA. You can view Rotary International’s privacy notice by visiting their website: https://my.rotary.org/en/privacy-policy
How long we retain your information and how we keep it up to date
We will only keep your information for as long as we need it to assist you with your enquiry, process your membership, donation, event registration or other services associated to your Rotary membership and to be able to respond to subsequent queries that may arise.
If you are a member or take part in an event we may keep your information indefinitely for the purpose of recording the history of Winslow Rotary Club, such information might for instance be, names and times of participants and winners of sporting events, photographs of events and names and dates when Members held key roles in the Club.
There are statutory timescales on how long we should keep your information, for example, gift aid transactions must be retained indefinitely, information associated with Health & Safety for three years after an event. We shall delete your information according to these statutory limits, or according to guidance issued by the Information Commissioner or our own document retention policy according to whichever is the most appropriate.
Individual members are responsible for keeping their own personal data up to date and have access to the RIBI Data Management System (DMS) or My Rotary on the RIBI website for this purpose. In addition, where necessary, we aim to keep your information accurate and up-to-date.
The General Data Protection Regulations gives you certain rights and these are listed below for your convenience, further clarification of your rights is available on the Information Commissioners website
You have a right to be informed when your personal data is being collected, what is collected and how it will be used or shared.
You have a right of access to your personal data: the right of access allows you to be aware of and verify the lawfulness of the processing of your personal data. Members and donors have access to their personal data via self-service systems such as the RIBI Data Management System (DMS) or My Rotary via the RI website. You can also request a copy of the information which we hold on you. This information will be provided free of charge, unless the request is found to be manifestly unfounded or excessive then a reasonable fee may be charged. The application should be made in writing, by letter or email, and addressed to the Secretary of Winslow Rotary Club, contact details shown below, enclosing two proofs of identification.
Applicants should be aware that where requests are manifestly unfounded or excessive, in particular because they are repetitive, We can:
- charge a reasonable fee taking into account the administrative costs of providing the information; or
- refuse to respond.
You have a right in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed.
You have a right in certain circumstances to object to the processing of your personal data for such reasons as direct marketing, automated decision making, profiling; although we can confirm we make no decisions on you using an automated process.
You have a right in certain circumstances to data portability.
In certain situations, these rights may not apply, for example if you are a valid member we will need to communicate with you about your membership and those services afforded to you as part of that membership; you hold a club or district office and we need to communicate with you in relation to that office, in which case you will not be able to unsubscribe from these communications.
We collect and process your personal data through legitimate interests or because you have provided it to us to enable us to deliver a product or service to you. We will only process your personal data as you would reasonable expect us to. You can opt out of our general member mailings at any time.
Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below.
Changes to this privacy notice
We may change this privacy Notice 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 www.rotarygbi.org or by notifying you directly.
Our contact details:
Rotary Club of Winslow
St Mary’s House
Tel: 01296 738863
If you are unhappy with how we have processed your personal information, please firstly contact the Club Secretary, details above. If you are still unhappy you may contact the following:
Information Commissioner’s Office
Cheshire, SK9 5AF
Helpline: 0303 123 1113 (local rate) or ++44 1625 545 745
Rotary Club of Winslow
This document was created 8 th May 2018 It is the text agreed by the Club, its charity trustees and its Members as Rotary Club of Winslow’s Policy on Privacy and relates to the requirements of the General Data Protection Regulation (GDPR) in force for the time being in the UK.