Rotary Club of Hove Privacy Notice
Rotary Club of Hove
The Rotary Club of Hove (“we”) promise to respect the confidentiality of any personal data you share with us and to keep it safe. We will always take every effort to protect your privacy.
We aim to be honest and open 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.
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, 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 donation websites or other such services. These independent third parties should 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 websites (club, district, action groups etc), Companies House and information that has been published in articles/newspapers.
Like most 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.
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 will usually collect is:
• Your name
• Your contact details
• Your date of birth
• Your bank or credit card details (if 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 club activities, these will include:
• Administer your membership or donation, including processing Gift Aid
• Provide you with the services, products or information you asked for
• Communicating organisational messages and information to members and club officers
• Facilitate conference, training seminars, meetings and other special event planning
• Preparation of Club handbooks
• Appointments to committees, club and district offices, 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 any interactive features on our website
• Keep a record of your relationship with us
• 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 the General Data Protection Regulations (GDPR).
Under 18’s data
We do not collect information from under 18’s.
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:
• banking organisations – those that provide our banking/payment services
• HMRC – for Gift Aid, tax and employment details
• Rotary International in Great Britain and Ireland (RIBI) and Rotary District 1145
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
We are data processors for some of your personal information associated with your membership and will process your data in accordance with the Rotary International in Great Britain and Ireland (RIBI) privacy notice. We also collect personal data for our club and district activities and we are therefore also independent data controllers. This means we are also legally responsible for protecting your data under GDPR legislation whilst in our safekeeping. This privacy notice sets out how we will do that.
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, 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
The Rotary Club of Hove makes use of systems provided by RIBI for the storage and management of personal information. RIBI ensures that there are appropriate physical and technical controls in place to protect your personal details. For example, confidential paper records are securely stored, its online forms are encrypted and its network is protected and routinely monitored.
RIBI undertakes regular reviews of who has access to information that it holds to ensure that your personal information is only accessible by appropriate Rotary members and our service/host providers.
RIBI 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 Rotary International in Great Britain & Ireland.
However, Rotary International runs 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
Officers of The Rotary Club of Hove, may need to store copies of subsets of personal information, sourced from RI and RIBI databases, on their private computers, in order to carry out their duties to The Club. It is their responsibility to ensure that access to that information is kept private by appropriate means, such as password protection at the file, folder, drive or whole computer level.
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. 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 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.
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 will 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 https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
• 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.
• 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 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 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 or by notifying you directly.
If you are unhappy with how we have processed your personal information, please firstly contact the RIBI General 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
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.