Rotary Club of Parkstone Privacy Notice

Rotary Club of Parkstone                          PN1

Data Protection Privacy Notice to 

Members & Others (you)

Policy

1.1         We are Rotary Club of Parkstone (“RCP” which expression includes Rotary Club of Parkstone Trust Fund (RCPTF) Charity Registered Number 1031566). We are a semi-autonomous club affiliated to Rotary International (RI) and are subject to regulation by RI and Rotary International in Great Britain and Ireland (RIBI). 

1.2         RI has published its own Privacy Notice which can be viewed here

1.3         RIBI has published its own Privacy Notice which can be viewed here  

1.4         We promise to observe the RI and RIBI Privacy Notices so far as they directly affect RCP and you.

1.5         We gather personal information from members, applicants for membership, non-RCP Rotarians, donors, speakers, volunteers, business partners and supporters in pursuance of our duties and in furtherance of our activities. This will include: Name, address, phone numbers, email address, date of birth (members only), ICE In Case of Emergency contact number, permission for photography etc. usually (but not always) collected by means of a form. Other personal information that you provide will be entirely at your own discretion.

1.6         We comply with our obligations under the General Data Protection Regulation (“GDPR”) by: 

1.6.1    keeping personal data up to date; 

1.6.2    storing and destroying it securely; 

1.6.3    not collecting or retaining excessive amounts of data; 

1.6.4    protecting personal data from loss, misuse, unauthorised access and disclosure and 

1.6.5    ensuring that appropriate technical measures are in place to protect personal data.

1.7         We use your personal data for the following purposes, where the term "maintain" shall also mean “process” as defined by the GDPR regulations as and when this is necessary:

1.7.1     To enable us to run events and activities;

1.7.2     To fundraise for charitable purposes;

1.7.3     To manage our volunteers;

1.7.4     To maintain records of member's and volunteer's personal abilities and skills;

1.7.5     To maintain the club accounts;

1.7.6     To maintain club membership records, which includes from time to time passing information required by RI and RIBI the Rotary Foundation United Kingdom (RFUK) and the RIBI Donations Trust as well as internationally either directly or through RIBI to RI and The Rotary Foundation, both located in the USA;

1.7.7     To maintain a photo handbook of club members solely for the use of other club members; and

1.7.8     To inform you of news, events, activities and services run by the Club, or by others which we think may interest you, either by post, telephone or e-mail as appropriate.

1.8         The legal reason we hold your personal information is: 

1.8.1    as a result ofyour explicit consent to us allowing us to use your personal data for the purposes described above; or

1.8.2    Processing is necessary to fulfil legal obligations.

1.9         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.

1.10      We manage RCP through the President officers and members of our Club Council, comprising RCP club members who have accepted a position of responsibility pursuant to RCP rules (“Councillors”) 

1.11      This information must be managed in such a way that it abides by the requirements of RI and RIBI and the various government organisations who write the rules regarding the use or misuse of personal information. 

1.12      RCP has neither accommodation of its own nor any electronic equipment that might be used to record and store personal data relating to members of RCP or any other living persons with whom RCP has dealings (“you”).

1.13      Members personal data required for Rotary purposes is managed pursuant to the RI & RIBI Privacy Notices and members have direct access to their own data to manage and update it via account settings in “My Rotary” hereor by request to the Club Secretary

1.14      Councillors will be holding personal information relating to you in their own homes both in hard copy format and on their personal data storage devices. They will be Data Controllers on behalf of RCP until they pass on your data to the RCP Treasurer who will add it to a centralised list accessible by invitation only. The original collector of your data will, on ceasing to be a Councillor, delete your personal data from his or her data storage device. 

1.15      The Treasurer will hold and manage and control access to your personal data who can make it accessible to members for the purposes of organising future similar events or until such similar events are no longer promoted or until you request us to delete it.

1.16      Councillors, when appointed, undertake a responsibility to ensure the privacy and protection of all personal data relating to you.

1.17      In this notice and any consent form referring to it “personal data”means any personal information, data and details that could directly or indirectly lead to the identification of a living person who has some link to RCP including personal details relating to: 

1.17.1each member of RCP

1.17.2visiting speakers

1.17.3living persons participating in organising, managing or taking part in any event in which RCP is involved, either alone or in conjunction with other organisations (eg Inner Wheel Club) for examples see Appendix 1 below 

1.17.4living persons in any other organisation or supplier with whom they have contact in pursuance of their duties.

1.17.5“Images” as defined below under the heading of Photography and other digital images

1.18      We do not collect any sensitive information as defined in the GDPR

1.19      Occasionally we have to make appropriate police record checks which are needed when dealing with children and vulnerable adults. All enquiries and information received in response is held only by the appointed club member with special knowledge of such matters who undertakes such checks on behalf of RCP and all records of the results of such checks will be destroyed at the end of the search result’s validity period.

1.20      We do not keep personal data for children save for photos taken at youth events involving education establishments when parental/guardian consent for photography is obtained for each student by the individual school. The photos may identify the school but not the individual student. Otherwise only name and school are known. Winners’ names may be kept until certificates have been prepared and engraving of trophies is complete. The personal data held will be deleted within 6 months of completion of all stages of the event and such tasks concluded. Records in the history archive of RCP may be retained.

1.21      We only keep personal data for vulnerable adults for the period during which the event attended is organised and it will be securely deleted within 6 months from either the date of the event or if the event is ongoing (eg regular transport), then from the date when the person concerned ceases to participate or use the service.

Requirements for the privacy and protection of personal information/data

2.1         All personal data, regardless of medium, shall be stored in a secure location. When unattended, such data shall be held in locked conditions to prevent unauthorised access and wherever possible in an environment that ensures their preservation from the elements and extremes of temperature.

2.2         Access to personal data shall be restricted:

2.2.1    In the case of RCP member’s personal data that is recorded in the RI data- base to that member and to the President, Secretary Treasurer and Club Administrator of RCP. Disclosure of any RCP member’s personal data beyond these officials will only be permitted on a need to know basis and with the full consent of the member involved. Members can amend some of their own personal data in “account settings” at My Rotary see above. 

2.2.2    In the case of non-members: to Councillors and members of the organising sub-committee(s) who has/have collected the data for its intended purpose plus the President, Secretary and Treasurer of RCP. 

Disclosure of any personal data beyond these members will only be permitted on a need to know basis and with the full consent of the person involved.

2.3         Where appropriate duplicates of stored personal data shall be made and placed in a secured alternate location as a backup copy in case of catastrophic loss

2.3.1     Your personal data will be treated as strictly confidential and will only be shared with other members of the Club in order to carry out the purposes above.

2.3.2     Subject as above, we will only share your data with third parties with your consent.

2.4         We keep data until we believe you no longer wish to be involved with the purposes above or you tell us you no longer want us to hold it.

2.5         When a member ceases to be a member of the RCP all that former member’s membership details (including handbook photo but not historic general photographs) and personal data, shall be deleted at the latest by the next annual review save that:

2.5.1    their name, start and end dates of membership, offices and honours held will be noted as a “past member”; and

2.5.2    past communications by letter or email may be retained for so long as deemed reasonably necessary to enable RCP to function;

2.5.3    any archive minutes and club history records shall not be amended or deleted

2.6         A regular review at least annually shall be performed by the RCP to ensure so far as possible that personal data is up to date.

2.7         Personal data shall not be used by the RCP for marketing purposes save where deemed by RCP Club Council in its absolute discretion that such information might be of general interest or benefit to you.

2.8         You may at any time call upon RCP to delete your personal data by means of written notice to the RCP Secretary either in writing to the mailing address published on the Meetings & Venue Page of RCP website found hereor by email to parkstonerotaryclub@gmail.com

2.9         Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

2.9.1     The right to request a copy of your personal data which RCP holds about you;

2.9.2     The right to request that RCP corrects any personal data if it is found to be inaccurate or out of date;

2.9.3     The right to request your personal data is erased where it is no longer necessary for the Club to retain it;

2.9.4     The right to withdraw your consent to the processing at any time;

2.9.5     The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, known as the right to data portability, (where applicable);

2.9.6     The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

2.9.7     The right to object to the processing of personal data, (where applicable); and

2.9.8     The right to lodge a complaint with the Information Commissioners Office.

2.10       If we wish to use your personal data for a new purpose, not covered by this notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Photography and other digital Images

3     For the purposes of this notice and any consent form making reference to this notice and signed by you the following terms shall have the meanings allocated:

3.1         Images” means photographs, films, video images and the like of or including any person who is asked to give consent whether for him/herself or who is guardian, recognised carer or duly authorised attorney for another;

3.2         retain” means the Images can be retained in hard copy and/or digital format, for so long as the RCP deems appropriate in the same way as other personal data;

3.3         use the Images” means that the RCP can use the Images including any copies and adaptations in, but not limited to: printed or digital material, online publicity, a photo gallery on its website, press releases, social media, newspaper and magazine articles, archive and backup material and devices, funding applications or in any other way that RCP deems benefits or furthers RCP’s aims;

3.4         make unidentifiable” means to destroy, obliterate or blur so as to anonymise, so far as under its control, the Images that could identify the individual as and when the RCP deems appropriate and within a reasonable time after receipt of a written request to do so;

3.5         consent” means any written consent, to take, retain and use the Images, signed by a member or any other individual requested to give consent, giving positive consent to take, retain and use the Images in a form issued by RCP from time to time;

3.6         We have adopted the RIBI Safeguarding Policies (Children and Vulnerable Adults) and in accordance with those policies, where possible, we will not permit Images of children or vulnerable adults to be taken or used unless the consent of the child / vulnerable adult andtheir parents/ guardians or carer(s) has been obtained. 

3.7         We will take all reasonable measures to ensure the Images are used solely for the purposes for which they are intended. 

3.8         Any person becoming aware that these images are being used inappropriately should immediately inform our safeguarding officer whose contact details can be obtained from our secretary whose details appear below. 

3.9         We reserve the right at all times to prohibit the taking of Images at any activity with which we are associated.

 

4     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 accessible hereor if you are a member of RCP we will notify you directly.

 

5     To exercise all relevant rights, raise queries or make complaints please in the first instance contact the RCP Secretary either in writing to the mailing address published on the Meetings & Venue Page of RCP website found hereor by email to parkstonerotaryclub@gmail.com

 

APPENDIX 1

Examples of events and occasions on which personal data may be collected (not intended as a comprehensive list):

Community Service Events

        • Boat Trips
        • Christmas Street and other Charitable Collections
        • Stroke Awareness
        • Community Service events – singing for Prama
        • Garden Party / Barbecue

Youth and Vocational Events and Projects