Privacy Policy
Start date 25/06/18
Our Data Privacy Policy and Statement.
The policy content outlines why, when and how we collect
personal information from our members and applicants. It also
details how we store, use, and process the information, how it
is secured, how data subjects can have access to it and if
necessary how to contact the UK information commissioner using
ico.org.uk/concerns/
or Tel 03031231113.
Members, applicants and guests data is controlled by agreement
of the Association committee members in accordance with the
requirement of the General Data Protection Regulation, (GDPR)
and the new Data Protection Act. This agreement is a process
which may change as either the law or the Association’s
requirements change. Updates to policy can be viewed on the
website or hard copy available by request to the Secretary by
letter. All enquiries relating to our GDPR policy or content
should be addressed to the Secretary either via the Association
website or by letter to the current Secretary. Our website
address is:
www.brdaa.co.uk/
`
Personal data information we collect, its use and requirements.
|
Information data type |
Used for what reason |
Basis of legal requirement of use |
Optional |
|
Members or applicants names and addresses and date
of birth (DOB) |
Membership management and subscription payments
records including age concessions |
To enable membership contract to be executed. |
No |
|
Junior members names and parents or guardians
details |
Junior membership management also parent / guardian
contact data |
To enable membership contract to be executed. |
No |
|
Telephone or mobile number |
Contact purposes |
Information and Contact purpose |
Yes |
|
E-mail address |
Contact purposes |
Information and Contact purpose |
Yes |
|
Age related information |
To track membership, to manage categories which are
age related |
To enable membership contract to be executed. |
No |
|
General Interest Photos Fish / competitions etc |
Interest on website or media e.g. Facebook page |
To promote association interests. Photos taken or
used only with owners permission |
Yes |
|
Members Photographs |
Identification of member and Validation; river
bailiffs / ghillie |
Management of membership status & eligibility to
fish |
No |
|
Loch Anglers Names by day. |
To monitor use / fees and for calculating income |
Management of fees, monitoring lochs usage and
health & safety |
No |
|
Sensitive Personal Data |
Not required, requested or used |
Nil |
N/A |
GDPR
(General Data Protection Regulation) Information.
This regulation was introduced on May 25th 2018 by the European
Union (EU) with the aim of establishing a harmonised framework
enforceable in law to protect data subjects. This will return to
these data subjects the control of their personal data. It
imposes strict rules on organisations and individuals who
process and host this data for any reason even from anywhere in
the world if they wish to operate in the EU area.
There are two principal categories of information data included
in GDPR in the United Kingdom (UK), as follows.
1. Personal Data; this can be anything that identifies
directly or indirectly a living person. Examples include but are
not limited to name, an address by location or via IP (Internet
Protocol) address, automated personal data, telephone numbers,
photograph of data subject, and pseudonymised data capable of
being used to reveal a person's identity.
2. Sensitive Personal Data; these special categories of
information include but are not limited to: religion, political
opinions, racial or ethnic origin, mental or physical health
issues, sexual orientation or habits, criminal records & trade
union membership. This type of data is commonly anonymised
before use for statistics calculations in surveys etc.
(Pseudonymisation;
is a de-identification procedure by which personally
identifiable information in a data record is / are replaced by
one or more artificial identifiers, or pseudonyms. A single
pseudonym is less identifiable for each replaced field or
collection of replaced fields and makes the data record less
recognisable whilst remaining suitable for data analysis and
data processing.
Anonymised Data;
this method is used where certain data information is removed so
that the remaining data cannot identify data subject(s).)
1. How and what personal data we collect.
Member’s information is given to the Association when applying
for membership. The application form is a contract between the
Association and the applicant for the purpose of our legitimate
interest to operate the Association. The information is required
to enable the Association to manage membership records,
subscriptions, communication methods etc. Requested information
includes name, date of birth, address, post code, date of first
residence, signature, guardians or parents details where a
junior member is concerned. (e-mail address, mobile or telephone
numbers are all optional and if provided are not available to
other members but may be used to inform anglers of news items,
meeting dates and other relevant association information).
All members will be asked to have a photograph taken showing a
true likeness for purposes of identification for lochs ghillie,
bailiffs on the river and committee members operating as
guardians of the Association for angling matters. This
photograph is electronically stored and used for membership card
production only.
Any member or applicant who objects to the storage of required
data is invited to contact the Secretary to discuss the issue.
As all data is non-sensitive and required for purposes of
running the Association only, then it is hoped that this
situation will not arise.
2. Protection of your personal data.
The complete data is stored electronically in generally accepted
standard form and in hard copy. It is held by the Association
Secretary only. An electronic copy of data is stored on disc and
regularly updated. This copy is accessible to the Secretary
only. It is our belief that this will protect personal data from
unauthorised alteration, misuse or loss.
3. Who has access to your supplied data?
No data is shared or transferred by the Association to any third
party for any reason inside or outside of the UK. Required data
information in hard copy is supplied to Kate Fleming and staff
as subscription payment controller and administrator of the
member’s ticket production. The Association
elected committee member who acts as administrator for
membership fee collection and banking purposes also has a hard
copy of required data. A member listing with limited data is
displayed in Fingask boathouse which lists eligible membership
status, names and membership numbers for booking boats and
monitoring sponsored guests’ names whilst on the lochs.
4. How long will data be retained?
Electronic and hard copy data will be retained for the duration
of membership and thereafter as is required to comply with legal
obligations. As the data is limited to non sensitive details it
may be used in future for reference in historical records or
similar. Accounts of meetings and other required activities
undertaken by the Association will be kept until deemed
superfluous. Any known contentious material including
correspondence or legal papers will be kept until deemed as of
no further requirement. If required, members are welcome to
request removal of historic data if desired in writing to the
Secretary. Please note that no financial information data is
requested from members and therefore no data of this type is
retained in any way.
5. Juniors.
It is the Associations wish to encourage the pursuit of angling
to eligible juniors. Junior members may be affiliated to another
organisation which use our facilities and in such cases the
organisation using our facilities is responsible for their
members data.The data requested for association juniors includes
information similar to all other members. Contact details for
juniors are optional and in the case of a juniors application
this data can be omitted and parent or guardians information
used. The Association would prefer to have contact details for
either the junior ( if agreed) or the parent / guardian for
reasons of health and safety.
On behalf of the Association; Peter Lock, Secretary.
Policy Introduction Date 25/06/18
Reviewed without change. 23/06/19, 20/06/20, 28/06/21.
Reviewed 09/01/22 minor changes.
