This privacy statement covers the use of our website, social media accounts and how we process the personal information of our members. We’ve included the information that we think you’d like to know about our website, social media accounts and internal record keeping
Your privacy is important to us and we are committed to ensuring that your personal information (this means any information that identifies or could identify you) is secure and used and stored in a fair, open and transparent manner.
Should we ask you to provide information by which you can be identified then you can be assured that it will be used in accordance with this privacy statement and current UK data protection legislation. We may update this Privacy Statement from time to time so please check this page regularly to make sure you are happy with any updates.
1. Who we are
For the purposes of this website, our member communications and our related internal record keeping, we are a ‘data controller’ relating to the Data Protection Act 1998 and (from 25th May 2018) the EU General Data Protection Regulation 2016/679 (‘Data Protection Law’). This means that we are responsible for and control the processing of your personal information.
If you would like to further information about our privacy practices, please contact us at:
• Calling us on 07879 414689
• Emailing to email@example.com
2. How we collect information about you
We collect information from you in the following ways:
When you interact with us directly: This is likely to be through our membership forms, social media accounts or email, or when you phone us.
We may ask you to provide information to us or collect data from you on different occasions, such as when you:
• (a) e-mail enquiries, or your views to us;
• (b) enter competitions;
• (c) register to receive or download information, newsletters or other documentation; or
• (d) purchase goods from us.
The information that you are asked to provide will vary depending on the reason for the collection. In some instances, for example, if you purchase goods or services from us, the provision of certain information will be mandatory.
When you visit our website: Through tools such as Google Analytics, we collect anonymous information which does not identify individual visitors to our website. We gather general information which might include those pages that are visited most often and we use this information to make improvements to our website and to ensure we provide the best service and experience for you.
3. The information we collect and why we use it
The personal information we may collect includes details such as your name, date of birth, email address, postal address, telephone number, photographs/film as well as information you provide in communications between us. You will have given us this information when you join the club or any of the other ways to interact with us.
Why we use this information:
To update you with important messages about the club, events or services you have requested.
To keep a record of your relationship with us. We may process personal information to ensure we have a record of your relationship with us and use this for analytical purposes to help us understand our club members
To understand how you use our website.
We keep your personal information secure in line with the Data Protection Bill/General Data Protection Regulations. We only allow authorised volunteers to access your information we hold when they have a legitimate business need.
4. The legal basis for using your information
In most cases, we will only use your personal information where we have your permission.
However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is that there is a legitimate reason for us to do so, for example, there may be a direct and appropriate relationship or individuals have a reasonable expectation that their data will be processed. For example, if you provide medical information, we will ensure that the correct personnel are aware of in order to ensure the safety of the club member.
Whenever we process your Personal Information under the ‘legitimate interest’ lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.
5. Sharing your Information
We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity.
The personal information we collect from you will be used by a small number of approved volunteers so that we can support you or keep a record of your relationship with us.
6. Legal disclosure
We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority)
7. Keeping your information safe
We take the security of your information very seriously. We’ve implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.
However, the transmission of information using the internet is not completely secure therefore we cannot guarantee the security of data transmitted to/via our website.
Our website may contain links to other websites; You should note that we do not have control over any other website, therefore, we accept no responsibility for the protection and privacy of any information which you provide while visiting other sites and such sites are not governed by this privacy statement.
8. How long we hold your information for
We hold personal information for as long as is reasonable and necessary, to help us understand our members and to keep a record of our relationship with you.
We review our practices regularly to ensure we do not hold personal data for longer than it is required.
9. Your rights
You have the right to choose to restrict the collection or use of your personal information.
If you believe that any information we are holding on you is incorrect or incomplete, or if you have any concerns about how we hold or use your personal information, please write to or email us as soon as possible. We will promptly correct any information found to be incorrect or take the necessary action to safeguard your personal information.
You may request details of personal information which we hold about you under the Data Protection Act 1998. If you would like a copy of the information held on you please write to Waveney Roller Skating Club C/O 47 Daffodil Walk Lowestoft Suffolk NR33 8NR
You have the right to request to see all the information we hold on you which we will provide within 30 days, free of charge. This is called a Subject Access Request. To do this please email firstname.lastname@example.org If you have additional needs, we will offer you the appropriate support for you to access the information you require.
If you have concerns about how we manage or keep your data, you can contact us email@example.com and we will work with you on ensuring that we follow our internal processes and address your concerns.
You can report us directly to the Information Commissioner’s Office https://ico.org.uk/ who is the governing body for data protection.
10. Our website:
We use a third-party service, Fasthosts Internet Ltd to host the website. Search queries and results are logged anonymously to help us improve our website and search functionality. No personal data is collected through this function by us, or any third party.
11. People who feature on our website or Social Media accounts:
Our membership form allows you to agree to your photograph being used on our website or social media accounts
If you change your mind in the future, you can ask us to remove the information. Please contact firstname.lastname@example.org and we will remove it within 7 days of your request, sooner if possible.
We reserve the right to remove any photo, or article from our website or social media at any time without prior notice.
12. Social Media
We have Facebook, Twitter, and Instagram social media accounts.
You should always exercise caution and discretion in deciding what information you disclose on social media. If you contact us via social media please consider the information you share, as these are third-party platforms and you should be mindful of their terms and conditions when you registered.
If you message us via these platforms, we will delete your message once we have dealt with your query or concern
13. People who email us:
When you email us, you need to be aware that this may not be secure and that any emails we send or receive may not be protected in transit, therefore you may wish to limit the information you provide. Should you prefer to contact us by telephone, you can do so by contacting our Head Coach on 07879414689.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
14. Making a complaint
For our full complaints procedure, please email email@example.com
To make a complaint, please contact us at:
Telephone: 07879414689 | Email: firstname.lastname@example.org
If you have any questions about any aspect of this privacy statement, please contact us using the above information.