Data Privacy Notice

The type of personal information we collect

• Personal identifiers, contacts and characteristics for example, name and contact details

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• to process your application for membership
• to facilitate access to our web site and enable you to post information
• to enable you to contact or be contacted by other Members and Associate Members
• to enable us to communicate with you about the Association’s activities, meetings and to manage the membership, to collect membership fees and to manage the administration of the Association
• to produce the annual Association Members Handbook. This is a publication currently produced both in both digital and print format and available to all Members and Additional Members. It enables members to distinguish whether other persons using boats of the Association classes are members of the Association and if so where they and their boat are based. They will be able to make email contact with the other member through the Association web site user list unless the other member has withdrawn permission in that section of the web site. Your full contact details may be included in the Handbook where your prior consent has been given. Otherwise only your name, general location and boat details will be included

We may share this information with other members and additional members of the Association in the Handbook or other member publication unless you request us in writing not to do so in good time before publication.

Under the General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information (other than where prior consent is sought as above) is that we have a legitimate interest.

How we store your personal information

Your personal information is securely stored:

• on a computer and on its private cloud and memory stick backup and (email only) on personal portable devices controlled by the Hon Secretary
• in a locked paper archive controlled by the Hon Secretary (application forms only)
• (email address only) on the Association web site as part of the forum database.

Your information may be provided to other members of the committee for the purposes of administering the Association when it will be stored on their personal computers or portable devices.

Unless you explicitly request that your personal data be deleted when you cease to be a member then we will retain sufficient personal data to maintain the history of your vessel for archive purposes. If your data is not required for this purpose and we do not have a continuing engagement / communication with you then your personal data will be deleted after 7 years following your ceasing to be a member.

Web Site Visitors

We are committed to safeguarding the privacy of our website visitors; this policy sets out how we will treat visitors’ personal information.

PLEASE NOTE: Unless you voluntarily submit personal information to us (for example, by sending us an e-mail or completing the application form), we can’t personally identify you using your data.

We do collect certain information or data about you when you use our website:

• questions, queries or feedback you leave, including your IP address and browser version if you send a message via a form on our website
• the IP address from which you access our website, and details of which version of web browser and operating system you used
• the date and time of your visit
• the website address of the website from which you accessed our website
• an estimate of what country you are in (calculated from your IP address)

This helps us to:

• improve our website by monitoring the aggregate usage
• respond to any feedback you send us, if you’ve asked us to

Keeping your data secure and disclosing your information

Transmitting information over the Internet is generally not completely secure, and we can’t guarantee the security of your data.

We have procedures and security features in place to try and keep your data secure once we receive it. However, any data you transmit to us is at your own risk.

Links to and from other websites

Our website may contain links to other websites. This privacy policy only applies to our website. If you go to another website from this one, including any websites that we link to, you should read the privacy policy on that website to find out what it does with your information.

If you come to our website from another website, we may receive personal information about you from the other website. You should read the privacy policy of the website you came from to find out more about this.

Membership applications

We process membership applications with a service called JotForm. Please see their privacy policy at https://www.jotform.com/privacy/, specifically the sections about Form Responders. We do not directly use third party service providers referred to in that policy (such as Google Drive, or Amazon Web Services).

Your data protection rights

Under data protection law, you have rights including:

• Your right of access - You have the right to ask us for copies of your personal information.
• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances, namely if you leave the Association.
• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances, namely if you wish to be anonymous to other members and notify us in writing in sufficient time before printing and publication of that information.
• Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances, namely if you leave the Association.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at DataPrivacy@victoriashadow.co.uk if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at DataPrivacy@victoriashadow.co.uk.

You can also complain to the ICO if you are unhappy with how we have used your data, at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline: 0303 123 1113

ICO website https://www.ico.org.uk