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.

Cookies:

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.

 

Rotary Club of FLEET

Privacy Notice

21 June 2018



In The Rotary Club of FLEET we promise to respect the confidentiality of any personal data you share with us, or that we have access to through the Data Management System (DMS), the RIBI Template System, Rotary International in Great Britain & Ireland (RIBI) (including RFUK), or Rotary International (RI) (including TRF), to keep it safe, and we will always take every effort to protect your privacy.


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 and donors is crucial, and your personal data allows us to manage your membership and provide the services you are entitled to.


It is expected that club officers, appropriate club members and appropriate District officers may also process member personal data on behalf of the club and the Rotary organisation and they too will also be bound by this privacy notice.  RIBI (website: www.rotarygbi.org) and RI (website: www.rotary.org) may also process member personal data in accordance with their privacy notices published on their respective websites.  


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, purchase our products 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, etc., 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.


What personal information we collect and how we use it

We will only ever capture the minimum amount of information that we need to in relation to your membership, donation or services we provide to you and we promise to keep your information secure. The personal data we may collect includes:

Your name

Your contact details (address, email and telephone number as appropriate)

Your date of birth

Gender

Spouse/partner’s name


Where it is appropriate, we may also ask for additional information, and this will be made clear to you at the time the personal information is requested.


How we will use your data

We will use your personal data for the legitimate interest of conducting core club or district activities, these will include:


Administer your membership, or donation, including processing Gift Aid where applicable

Provide you with the services, products or information you would reasonably expect to receive as part of your membership or enquiry

Providing services, products, guidance or information to members for their general activities, including Disclosure and Barring Service checks

Communicating organisational messages and information to members, Honorary Members and Friends of the Club, Business Partners, district and club officers, and with their consent, non-members

Facilitate club and district meetings, club and district training events, district conference, and other special event planning

Supporting club and district newsletters, district magazine and ‘The Rotarian’ and ‘Rotary’ magazines

Supporting The Rotary Foundation (TRF) and the Rotary Foundation United Kingdom (RFUK)

Providing information and updates to club members on RI and RIBI programmes and service projects

Preparation of Handbooks (member lists) for club, district, RIBI and RI as appropriate

Appointments to club and district offices, committees, task forces and other assignments within the Rotary organisation

To present our 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 the club and within the Rotary organisation

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


Sensitive information

We do not collect any personal information on members classified as ‘sensitive’ under General Data Protection Regulation (GDPR) of 25 May 2018. For example, information about an individual’s: race; ethnic origin; politics; religion; trade union membership; genetics; biometrics (where used for ID purposes); health; sex life; or sexual orientation.


Interact, Rotakids and under 18’s data

We do not collect information from under 18’s without the consent of their parent/guardian. Interact and Rotakids clubs are managed through the identified Rotarian member contact.


The RIBI District Youth Exchange Association. Not applicable


Data Sharing

1) Our service/host providers

In the course of our legitimate club 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:


Rotary District 1145, or from time to time other Rotary Districts

Rotary International, including TRF

Rotary International in Great Britain & Ireland, including RFUK

RIBI Template Designer and RIBI Template Administrators

Heart Internet – the RIBI Template database, Data Management System (DMS) and rotarygbi.org secure hosting service provider

North Hants Golf Club, Fleet (only for organisational reasons for Club functions)

The Lismoyne Hotel, Fleet (only for organisational reasons for Club functions)

Other Rotary Clubs (for official business only)


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 outside of the Rotary organisation.


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), 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. Access is limited to those people who have a legitimate reason to access it.


On occasion, the club may collect personal data for our individual activities (such as an event requiring personal information for registration) and are therefore independent data controllers. The club may also act as a data processor for some of your personal information associated with your membership via the RIBI Template, DMS and My Rotary. This means that we are also responsible for protecting your data under GDPR legislation whilst it is in our safekeeping and we will process your data in accordance with the privacy notices of the club, district, RIBI and RI as appropriate. The club PR and Media  Officers are to ensure that any publicity items in hard copy or online comply with the Club privacy notice.


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 by the police, other agencies, for example HMRC, regulatory bodies or our legal advisors. Club members will not divulge members’ personal details to non-members without first seeking their approval.


How we keep your information safe and who has access to it

We will ensure that there are appropriate physical and technical controls in place to protect your personal details and we will work within good practice, for example, confidential paper records are securely stored, or securely disposed of as appropriate. The club and its members are to ensure that PCs/devices holding personal information on behalf of the club are physically protected, electronically protected with a password and protected with appropriate anti-virus and malware software. 


We will undertake regular reviews of who has access to information that we hold to ensure that your personal information is only accessible by appropriate members, Rotary officers, Rotary staff and our service/host providers. We will undertake comprehensive checks on the companies we use before we work with them and will ensure any contracts set out our expectations and requirements regarding how they manage the personal information they may have access to as part of providing those services.


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:

The club may hold your information in various ways depending on your relationship with us, for instance:


Members’ personal information is stored via the DMS, RIBI Template System and My Rotary and in some instances may held by individual club officers or members for the purpose of specific club activities.

As a ‘Friend of this Rotary Club’, an Honorary Member’ or a Business Partner, and with your consent, your personal information may be stored on the DMS and RIBI Template System and in some instances may be held by individual club officers or members for the purpose of specific club activities.

As a non-member of Rotary, and with your consent, your personal information will be held by individual club officers or members for the purpose of specific club activities.

The Club Secretary will hold personal data about members, honorary members and Friends of Rotary on his/her personal computer, which is password protected.


With the exception of ‘Friends of this Rotary Club’ and Business Partners, there is a two-way synchronisation of personal information made through the DMS between the RIBI Template System and RI’s My Rotary.


Your personal information held on the DMS and RIBI Template System will be held securely within the UK or the EU by Rotary International in Great Britain & Ireland and their secure hosting service provider. You can view Rotary International in Great Britain & Ireland’s privacy notice by visiting their website.


However, Rotary International operates 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 take steps to make sure RI provide an adequate level of protection in accordance with UK GDPR. With the above exceptions, 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. 


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 membership, volunteering, any enquiry you make to us, donations, event registrations or other services as part of your membership, club activity or as requested by you. There are statutory timescales on how long we should keep your information, for example, gift aid transactions must be retained indefinitely, financial records must be kept for 7 years, information associated with Health & Safety can be retained for up to 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 guidance issued at the time the personal information is collected.


Individual members are responsible for keeping their own personal information up to date and have access to the self-service systems within the RIBI Data Management System (DMS) or My Rotary for the purpose of updating their profile. Relevant officers of this club (such as club secretary) can also assist you in keeping your information up to date. In addition, where necessary, we will also keep your information accurate and up-to-date and will regularly review this with you. 


Non-members of Rotary (including ‘Friends of this Rotary Club’ and Business Partners) should also keep their personal information held by the club up to date and this can be done via the club secretary.


Cookies 

Like most websites, we 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 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.


Details captured during your visit to our websites will 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 the Association, stores this activity information. You can view Google’s privacy notice here: www.google.com/privacypolicy


To opt out of being tracked by Google Analytics across all websites visit their website: https://tools.google.com/dlpage/gaoptout 


Your rights

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 (within the Profile area). 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 will be charged. The application should be made in writing, by letter or email, and addressed to the 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, the club 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 certain 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 service to you. We will only process your personal data as you would reasonably expect us to. You can opt out of 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 or by notifying you directly.


Our contact details

Rotary Club of FLEET

Contact details:  Rotarian Andy Kirk, Fleet Club Secretary, Email: andrewkirk276@gmail.com


Complaints

If you are unhappy with how we have processed your personal information, please firstly contact the club, details above. If you are still unhappy you may contact the following:


Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire, SK9 5AF

Helpline: 0303 123 1113 (local rate) or ++44 1625 545 745



Date finalised by the club secretary: 21 June 2018 – v2


Date for review by the club: Dec 2018