We Bolton Canoe Club are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your / your child’s membership with us. This notice applies to you if you have registered to become or are a member of our club (temporary membership or full membership).

PERSONAL INFORMATION WE MAY COLLECT FROM YOU

Bolton Canoe Club uses MyClubHouse for gathering and storing your membership data and attendance at events. Please also refer to the Privacy Policy on MyClubHouse, Simmetrics Ltd.

When you sign up for membership with us, you may provide us with or we may obtain personal information about you / your child, such as information regarding your personal contact details that allows us to contact you directly such as:

• name, title, email addresses, home address and telephone numbers;
• date of birth;
• gender
• membership details including start and end date;
• records of your interactions with us such as telephone conversations
• emails and other correspondence with you
• any credit/debit card and other payment details you provide so that we can receive payments from you (operated through our MyClubHouse system)
• records of your attendance at any events hosted by us (eg club nights, AGM, junior or social events)
• consent for photographic images being used for the promotion of the clu

SPECIAL CATEGORIES OF PERSONAL INFORMATION

We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:

• information about your health, including any medical condition or additional needs that you have shared with us
• information about any safeguarding issues we need to be aware of
• your emergency contact including their name and telephone number

We may not collect all of the above types of special category personal information about you. In relation to the special category personal data that we do process we do so on the basis that the processing is necessary for reasons of substantial public interest, on a lawful basis; it is necessary for the establishment, exercise or defence of legal claims; it is necessary for the purposes of running a voluntary sports club.

How your information will be used

When you become a member, or renew your membership with Bolton Canoe Club, you agree to the use of your personal data for administering your membership and for us contacting you with club notices relevant to your membership. For insurance purposes, we will retain your data for 6 years after membership ceases. The exception to this is in the case of safeguarding information. In such cases, information will be kept until the adult in question turns 65 or for 10 years (whichever is the longest) or the child for whom safeguarding information has been kept turns 25.

YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION

You have the following rights in relation to your personal information:

• the right to be informed about how your personal information is being used;
• the right to access the personal information we hold about you;
• the right to request the correction of inaccurate personal information we hold about you;
• the right to request the erasure of your personal information in certain limited circumstances;
• the right to restrict processing of your personal information where certain requirements are met;
• the right to object to the processing of your personal information

Photographs

The club occasionally takes photos of, or videos, its members. We will keep a record of the consent you have given when registering on the membership portal.

Communications

Occasionally we may want to send you communications not associated with your membership administration (eg promotion of events). You may unsubscribe from receiving these communications at any time by changing your email preferences on this website or by contacting secretary@boltoncanoeclub.org.uk.

Who we share personal information with:

• Event venues if names are required for participation in an event (eg junior parties)

• Paddle UK (also known as British Canoeing)
  We will share your details with British Canoeing if you are not already a British Canoeing member. This is to provide insurance for your club activities or for any awards attained at the club. This being the case British Canoeing will provide you with access to an online portal to administer your details.
  British Canoeing will contact you to invite you to sign into and update your JustGo Membership portal. Among other things, the portal allows you to set and amend your privacy settings, and also sign up to the member newsletter if desired. You can also request your account is deleted.
  If you have any questions about the continuing privacy of your personal data when it is shared with British Canoeing, please contact membership@britishcanoeing.org.uk

How to change your personal data:

You can log on to the membership area of Membership (website) at any time and update your details. Please ensure your details are kept up to date (eg change of address) so we can maintain correspondence with you and ensure we have accurate information for the safe delivery of club events (eg if medical conditions change).