Privacy Policy

The Rotary Club of St Albans Verulamium (the “Club”) as a ‘Data Controller’, is very sensitive to the need to make sure that the ‘Personal Data’ it holds about members of the Club and others, or which comes into its possession, is kept securely and is ‘processed’ only for the purposes for which it has been provided. It takes steps to ensure that all Personal Data does not fall into the hands of unauthorised, people or organisations. The purpose of this Notice is to let you know why, and how, the Club uses the Personal Data obtained from the Club members and others, and what steps are taken by the Club to ensure that it is adequately safeguarded. The Club uses this notice to specify items of Personal Information it intends to use and for what purpose.

Personal Data

By ‘Personal Data’ is meant “information that relates to a ‘living person’ whose identity can be revealed by that information by itself or when combined with other information” which the Club has access to. This may be individuals’ names, addresses, telephone numbers and e-mail addresses at one end of the data spectrum, to photographs, films or videos in which individuals may be identified at the other.

All ‘Personal Data’ will be treated by the Club as strictly confidential and will only be shared with other members of the Club where this is necessary for the effective running of the Club, or where needed to provide a service to its members or in relation to activities and events run by or involving the Club However where the Club intends to use ‘Personal data’ - such as, for example, photographs, films or videos - more widely for the purpose of publicising the activities of the Club it will only do so with clear and freely given consent of the individuals involved.

The Club is also concerned, that, when using Personal Data, it will ensure that it is used “lawfully”, (or legally) in compliance with the present law – the General Data Protection Regulation (“GDPR”) - or any future law regarding Data Protection.

How do we use your Personal Data?

The Club would generally only use Personal Data in its possession, or which it acquires, for one or more of the following purposes: -

  • To provide members of the Club with information about activities of the Club, and events involving the Club or of other parts of the Rotary body in the UK of Internationally;
  • To administer the Club’s membership records and to maintain the Club’s own accounts and records (including the processing of gift aid applications);
  • To serve the interests of the Club by informing other individuals and organisations of the Club’s activities;
  • To manage the Club’s various routines and provide members with programme information and duty rotas;
  • To maintain the Club’s website;
  • To create posters, leaflets and use Social Media in order to publicise the activities of the Club , it’s services and special events;

The Club will provide you with detailed information about the particular purpose(s) that it plans to use specific Personal Data for, and may ask for your consent to use it for that purpose(s) or in the case of children under the age of 16, their parent(s) or guardians.

The Club’s legal grounds for the processing of your Personal Data

There are two legal grounds which the Club has resolved to use to justify its legal use of Personal Data:-

  1. The first is that individuals have freely given their explicit consent, in writing, for their Personal Data to be used for a specific stated purpose, or purposes. It can then only be used for that purpose or purposes.

    [ Examples of such cases would be where names, home addresses and/or e- mail addresses are needed to allow the communication of information about Club or wider Rotary, events or activities, or where it is wished to use a photograph(s) showing an individual in the Club’s Website or other social media.]

    If the Club wants to use Personal Data for a another purpose it must state that new purpose, and obtain the individual’s explicit consent to use it for this new purpose. In requesting consent to use Personal Data it should be made clear that the individual can refuse to give their consent after considering the purpose(s) for which the Club intends to use it. The Club may not then use that Personal data for that purpose(s).
  2. The second ground is where Personal Data is needed to meet one of the “legitimate Interests” of the Club which it has identified and recorded. These include the various activities necessary for the efficient management of the Club and its activities. Your consent is not required for the use of your data on the ground of meeting a “legitimate interest”. However if you object to it being used in this way then you have the right to object to the Club and to ask that your Data be removed.

Your rights and your Personal Data

When you give your consent for the use of your Personal Data it is conditional and there are a number of rights in law which you may exercise and which may affect the use of the Data. These are as follows:

  • The right to request a copy of your personal data held by the Club;
  • The right to request that the Club corrects any inaccurate or out-of-date personal data;
  • The right to object to the processing of your personal data where it is being used under the “legitimate interest” ground, and the right to request that it be removed when, for example, you believe that the Club no longer needs it.
  • The right to withdraw your consent to the processing at any time, and then the Club must stop using your data from that point onwards.
  • The right to data portability. This means that you can request the Club to provide you with your personal data that it holds and to transmit it to another organisation’s data controller;
  • The right to request that the Club places a restriction on any further processing where the accuracy of your Personal Data, or the way it is being used or kept, is in dispute;
  • The right to lodge a complaint with the Information Commissioners Office.

Sharing your Data

Except where mentioned above, the Club, in holding your Personal Data undertakes not to share it with any third party - unless required so to do by Law. In any circumstances where it does share your data with a third party, other than at your request, this will only be done after notifying you of this intent and, where necessary, obtaining your consent.

Processing

Where the Personal Data that the Club is seeking your consent to use is in the form of photographs taken during a Club, or other Rotary event, which include a child or children no personal details of any child will be included in any use to which the photographs will be put.

If the Club wishes to use Personal Data other than for the purpose(s) for which your consent has been obtained, then the Club will provide a new notice explaining this new purpose before commencing any processing, and, whenever necessary, the Club will seek your prior consent to the new purpose.

Data Security, destruction of Data and breaches of Security

The Club is responsible for ensuring that your Personal Data is protected from loss, misuse, unauthorised access and disclosure. It will take appropriate measures to ensure that all Personal Data, whether on paper or in digital form, are kept secure and are protected against unauthorised or unlawful use and to guard against its accidental loss, damage or destruction.

The Club will ensure that all Personal Data is accurate, kept up to data, will take every reasonable step to ensure that inaccurate data is corrected or erased and that such Data is not kept for any longer than is necessary for the purpose for which it was collected or is required by law. When your Personal Data is destroyed this will be done in a secure way.

Should there be a breach in the security of your Personal Data which would put you at a significant risk then, the after it is discovered, the Club will inform you immediately and will inform the Information Commissioners Office within 72 hours .

Contact Details

To exercise all relevant rights, queries or complaints please contact the Club Club Secretary, ..................at ..........................................in the first instance.

You can also contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.