Rotary Club of Guernsey Privacy Notice
Rotary Club of Guernsey Privacy Notice
Rotary Club of Guernsey
Privacy Policy
1. Introduction
The Rotary Club of Guernsey (hereinafter “we”, “us”, or “our”) promise to respect the confidentiality of any personal data you share with us, or that we have shared access to through our governing authorities of:
· Rotary International
· Rotary Great Britain and Ireland
· Rotary in Central Southern England, Isle of Wight and the Channel Islands, no 1110 (commonly known as Rotary in Wessex performing Membership responsibilities)
· Wessex Rotary CIO, UK Charity number 1183094 (performing charity responsibilities)
to keep it safe, and we will always take every effort to protect your privacy. For the purpose of this privacy policy, Rotary Great Britain & Ireland also includes Rotary Foundation United Kingdom (RFUK) and the RIBI Donations Trust. Our work may also expand into other Rotary jurisdictions, districts and clubs, Rotary related charities such as Shelter Box and Mercy Ships and other recognised charities working in partnership with Rotary.
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.
2. Collection of Information
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, 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 (i.e. other charities or government related authorities requesting assistance). 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 websites (club, district, action groups etc), Companies House and information that has been published in articles/newspapers.
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.
We use Google Analytics to analyse the use of our websites by generating statistical and other information.
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.
To opt out of being tracked by Google Analytics across all websites visit their website here.
3. Data That We Hold
Club Members
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 member ship, 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 (postal address, email, phone)
· Your date of birth
· Your photograph
· Occupation / Previous Occupation
· Previous memberships in other Rotary Clubs
· Past officer positions held within the club (i.e. President)
· Past honours received (i.e. Paul Harris Fellowship)
· The name of your Spouse/Partner, with their separate approval
Other information may be requested from time to time for the administration of your membership.
How we will use your data
We will use your personal data for the legitimate interest of conducting core business activities, these will include:
· Administer your membership
· Communicating organisational messages and information to members, district and club officers
· To present our website and its contents to you and to allow you to participate in interactive features on our website.
· In any other way we may describe when you provide the information
· For any other purposes with your consent
Business Contacts
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 donation or sponsorship and we promise to keep your information secure. The personal data we will usually collect is:
· Your name
· Your contact details (postal address, email, phone)
· Your photograph
· 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:
· Administer your sponsorship, or invitation to events, or to provide a service
· Communicating organisational messages and information
· To present on our website or social media
· In any other way we may describe when you provide the information
· For any other purposes with your consent
Service User Contacts
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 the 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 (postal address, email, phone)
· Your photograph
· 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:
· Provide a service
· Communicating organisational messages and information
· To present on our website or social media
· In any other way we may describe when you provide the information
· For any other purposes with your consent
Special Category Data
We may need to process physical or mental health or condition personal information on service users classified as ‘Special Category Data’ under The Data Protection (Bailiwick of Guernsey) Law, 2017. This information will only be collected for people taking part in an event, with their consent, where we, as the event organiser, processing is necessary to protect the vital interests of the individual. This information will be held securely and only passed to relevant parties with your consent e.g. St John Ambulance, and appropriately destroyed/deleted after the event. The data may also be provided to us by another charity of government authority but in doing so will only be passed to us with your consent through them.
Children
The Rotary Club of Guernsey does need to process children’s data in relation to youth competitions, charity events and newsletters.
Where the child is 13 or over, they are able to provide their own consent, for children under this age consent will be sort from whoever holds parental responsibility for the child.
The same data processes, safeguards and rights are in place for children’s data and information will be appropriately deleted/destroyed after the event or service has been delivered.
4. Data Sharing
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, support or host our applications/software that we may access. We will ensure that data processing agreements, compliant to The Data Protection (Bailiwick of Guernsey) Law, 2017, are in place before sharing with, or giving access to, your data with any of our service/host providers.
Sharing within the Rotary organisation
The Rotary organisation is made up of a number of Clubs worldwide, where each Club is part of a governing and support structure.
When you give information to us it will be shared within the wider Rotary organisation to facilitate your membership or donations and to provide the service afforded to you as part of that membership/donation.
This is normally held by Rotary International (head office is located in the USA) and Rotary Great Britain and Ireland, although it is possible that data may be shared with other parts of the Rotary Organisation, in other territories, from time to time.
By submitting your personal information to us you understand your personal data will be transferred, stored and processed at a location outside of the Bailiwick of Guernsey.
The Rotary Club of Guernsey co-organises a number of local events with Rotary Guernesiais, Inner Wheel and the Friends of Rotary; information may be shared between these clubs based in the Bailiwick of Guernsey and will be handled by all local clubs in the same way as described in this privacy notice.
Rotary Club of Guernsey will inform Inner Wheel when we have new members, with your consent, so they can invite spouse/partners to join.
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. This may include for PR purposes or working in collaboration with other charities.
We may however, need to disclose your details if required to the police, 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. We undertake regular reviews of who has access to information that we hold to ensure that your personal information is only accessible by appropriate staff, Rotary members and our service/host 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.
How long we retain your information and how we keep it up to date
We will only retain the information required to process your membership and donations. We may also keep some basic information for historical purposes such as previous club memberships to prove that you were a Rotarian.
Individual members are responsible for keeping their own personal data up to date. Each member has access to the Rotary Great Britain and Ireland system and/or or My Rotary on the RIBI website to check their own records for this purpose. Any change should be submitted to the Secretary who will ensure all parties concerned will be notified.
The Club requests for information to be checked on an annual basis just prior to issuing a membership list.
Where we store your information
Your personal information will be hosted securely within approved data hosting facilities. These may be in Guernsey, UK, Europe or worldwide as chosen by the Governing authority.
Within the Rotary Club of Guernsey, information may be held by the President, Secretary, Treasurer, Membership Committee and Chairs of the various Committees and Projects. Other areas including newsletter distribution and producing membership list may also have access. Each holder of information is required to keep the Personal Data up to date, normally as advised by the Secretary, and for the data to held securely.
Other associated data holding authorities
Further information on Rotary GBi Policy can be found on https://www.rotarygbi.org/privacy-policy
Further information on Rotary International Policy can be found on https://my.rotary.org/en/privacy-policy
5.Individual Rights
Further information on Your Rights
The Data Protection (Bailiwick of Guernsey) Law, 2017 gives you certain rights. A copy of the legislation is available on www.guernseylegalresources.gg
If you are looking for specific information, then we advise as follows:
• RIGHT #1: Right to information for personal data collected from data subject (section 12 & 13)
• RIGHT #2: Right of access (section 15)
• RIGHT #3: Right to object to processing for direct marketing purposes (section 17)
• RIGHT #4: Right to object to processing on grounds of public interest (section 18)
• RIGHT #5: Right to object to processing for historical or scientific purposes (section 19)
• RIGHT #6: Right to rectification (section 20)
• RIGHT #7: Right to erasure (section 21)
• RIGHT #8: Right to restriction of processing (section 22)
• RIGHT #9: Right not to be subject to decisions based on automated processing (section 24)
• RIGHT #10: Right to data portability (section 14)
Further information is available from the Office of Data
Protection Authority website www.odpa.gg
Your own 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 Rotary Great Britain and Ireland 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 fee of £20 will be charged. The application should be made in writing, by letter or email, and addressed to the Club Secretary. We may require two proofs of identification prior to any processing of your correspondence.
You can email the Secretary by using the contact us feature on https://www.rotaryribi.org/clubs/homepage.php?ClubID=637.
You may alternatively contact the Secretary in writing by posting to:
Secretary
Rotary Club of Guernsey c/o Hotel de Havelet
Havelet
St. Peter Port
Guernsey
GY1 1BA
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.
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 Data Protection Authority, contact details below.
Changes to this privacy notice
We will review and approve this Data Protection Policy annually and 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.
Complaints
If you are unhappy with how we have processed your personal information, please firstly contact the Club Secretary at the address given above. If you are still unhappy you may contact the following:
Office of the Data Protection Authority,
Block A
Lefebvre Court
Lefebvre Street
St Peter Port
GY1 2JP
Telephone: +44 (0) 1481 742074
Email: info@odpa.gg
6. For Office use only
Version 1.2
This document was last reviewed and updated 26th June 2024
Document approved by Council on the 15th July 2024
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.