Rotary Club of Bideford Bridge Privacy Notice

Privacy Notice & General Data Protection Policy

Rotary Club of Bideford Bridge
(including the Rotary Club of Bideford Bridge Trust Fund)

1. Introduction

The Rotary Club of Bideford Bridge (the “Club”), including its charitable trust, is committed to protecting the privacy and personal data of its members, guests, donors, project participants, and others it interacts with. This combined Privacy Notice and General Data Protection Policy sets out how we collect, use, store, and protect personal data, and what rights individuals have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Rotary Club of Bideford Bridge
A service organisation operating in the UK under Rotary International.
Charity Name: Rotary Club of Bideford Bridge Trust Fund
Charity Number: 1029875
Contact Email: info@bidefordbridgerotary.uk

3. What Data We Collect and Why

We collect personal data for specific, limited purposes related to Club activities and charity operations.

4. How We Collect Data

- Directly from individuals (e.g., sign-up forms, email, conversations)
- From Rotary GB&I or District systems
- From publicly available sources (e.g., websites, social media)

5. How We Use Personal Data

We use data only for the purposes for which it was collected, including:
- Communicating about meetings, events, and projects
- Managing Club administration and member records
- Promoting the Club's work (e.g., newsletters, social media)
- Processing Gift Aid claims and complying with HMRC rules
- Maintaining contact with partner organisations and beneficiaries

6. Data Sharing

We do not sell or share personal data with third parties for marketing purposes.

We may share data with:
- Rotary District 1175, Rotary GB&I, and Rotary International for legitimate Rotary purposes
- HMRC for Gift Aid claims
- Event venues or service providers (with consent or necessity)
- Public platforms (e.g., website, social media) only with prior consent

7. Data Storage and Security

We take appropriate technical and organisational steps to protect personal data:
- Password-protected files and systems
- Secure cloud storage or encrypted backups
- Physical records stored in locked cabinets
- Only authorised officers (e.g. Secretary, Treasurer, Webmaster) may access personal data

8. Data Retention

- Member records: Duration of membership + 1 year
- Gift Aid declarations: 6 years (in line with HMRC requirements)
- Event participant details: Up to 12 months unless consent renewed
- Guest/speaker contact details: Deleted after 12 months unless reused
- Donor contact details: 6 years (or until consent withdrawn)

9. Your Rights Under GDPR

You have the right to:
- Access your personal data
- Rectify inaccurate or incomplete data
- Request erasure ("right to be forgotten")
- Restrict or object to processing
- Withdraw consent at any time
- Lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk

To exercise any of these rights, contact:
Club Secretary – info@bidefordbridgerotary.uk

10. Use of Photos and Publicity

- Photos taken at Club events may be used for Club promotion.
- Individuals are not named unless explicit consent is provided.
- For children or vulnerable adults, consent is always obtained from a parent, guardian, or carer before publishing any identifiable photo.

11. Cookies and Website Use (if applicable)

- Basic cookies may be used to improve site functionality.
- No personal data is collected without user consent.

12. Members of the Public

The Club processes the data of members of the public in the following circumstances:
- Participation in Club events, competitions, and public meetings
- Provision of contact or donation details via forms, emails, or event attendance
- Appearance in event photographs or publicity material (with consent)
- Requests for support, partnerships, or community engagement

All personal data from the public is handled with the same level of care, transparency, and legal compliance as that of Club members.

13. Policy Review

This policy will be reviewed annually or whenever UK data protection law changes.
Last updated: 2025-06-02

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.