Privacy Statement

Duns Curling Club Privacy Notice.

 

What we need

Duns Curling Club (“the club”) is a sports and social club run on a non profit basis for the benefit of members participating in the sport of curling. Members of the club may be adult members, junior members or honorary members and within each category they may be either playing or non-playing members. The club is governed under the rules of its constitution and has committee who are selected to administer the day to day operation of the club. The club is affiliated to the governing body Scottish Curling.


Duns Curling Club will be a “controller” of the personal information that you provide us through any application or other forms or other means such as in person, by phone, email or online submission. The club uses an excel spreadsheet and paper records to store members data in order to process membership applications and ongoing subscriptions. Members may request a copy of their personal information through the club secretary. As a controller of your personal information the club may share this information with The Royal Caledonian Curling Club (“RCCC”), trading as Scottish Curling. The RCCC is the national governing body for the sport of curling in Scotland, and is a company limited by guarantee without a share capital, registered in Scotland under company number SC23257.


Members’ personal data:


When you register as a member of Duns Curling Club or renew your membership (including if you are registering on behalf of a child under the age of 16 we will ask you for the following personal information:


  • contact details – name, contact address, email address, phone number and age of any child under 16;


  • membership criteria / category – for adult member, junior member, honorary member and whether playing or non-playing



Why we need your personal information – contractual purposes


Members’ personal data:


We need to collect our members’ personal information so that we can manage your membership.  We will use our members’ personal information to:


  • set up your membership;

  • provide you with core member services via post and email, including membership renewal information, coaching and training information and opportunities; member newsletters, information about General Meetings, organising competitions within the club competition structure, entering competitions organised and run by other clubs, providing information in respect of competitions and events which club members may qualify to participate in by virtue of their membership;

  • to provide you with details of forthcoming activities, events and competitions, as well as those of selected third parties;

  • review, develop and manage new and existing programmes and projects and to promote curling;

  • provide you with access to a members email system such as members@dunscc.co.uk or such other email addresses that may from time to time be provided by the club for use by members to facilitate the organisation of club matters including, but not limited to, providing competitive information, arranging substitutes, circulating minutes, organising meetings, issuing subscription notices, organising games, organising social functions and allowing members to communicate with each other

  • Maintain financial records and settle accounts including but not limited to RCCC entry fees, Border Ice Rink Subscriptions, competition entry fees.



If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.



Why we need your personal information – legitimate purposes


Members’ personal data:


We also process our members’ personal information in pursuit of our legitimate interests to:


  • promote and encourage participation in the sport of Curling by sending members’ communications and booking information for upcoming competitions and events.  Our competitions and events may be filmed or photographed, and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;


  • provide competition in the sport of Curling by accepting and managing entries for our competitions and checking your personal information to ensure you are entered into the correct category;


  • invite our members as award winners or guests to our annual general meeting and prize giving evening;


  • sending email communications to members to inform you of upcoming courses, competitions and renewal requirements;


  • respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the sport of Curling. For example, we may use your personal information to investigate your complaint, to suspend membership, take disciplinary action, etc.;


  • prepare the members annual handbook


Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us through the current club secretary. The contact details can be found in the club handbook or on our website www.dunscc.co.uk.  If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.



Why we need your personal information – legal obligations


We are under a legal obligation to process certain personal information relating to our members, for the purposes of complying with our obligations under:


  • our club constitution document


We also retain records of your queries and correspondence, in the event you contact us.


Who we share your personal information with


If your personal information is included in any images or videos taken by us at our competitions and events, we may share this with local or national press for promotional and/or journalistic purposes.




We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations.  Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children and where required to do so by any other legal requirements.


We may also share personal information with our professional and legal advisors for the purposes of taking advice.


Duns Curling Club employs third party suppliers to provide services, including website and email service provision. These suppliers may process personal information on our behalf as “processors”.


In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.


Scottish Curling members’ personal data


As an affiliated club of Scottish Curling we are required to ensure that all of our members are members of Scottish Curling as a condition of our affiliation.


We will share name, address, phone number, email address and affiliation (mother club or other club) for the purpose of maintaining an accurate record of our members relationship with Scottish Curling who will become a controller of your personal information when they receive it.  Scottish Curling’s privacy notice explains how they use your personal information and can be accessed here https://www.scottishcurling.org/scottish-curling-privacy-notice/



Playing members’ personal data


We publish the results of our competitions on our website which is set up with Google sites. This includes competitors’ names and results. This data is held on servers controlled by Google sites. The information posted in this regard is freely available to anyone visiting the club’s website. The information posted provides a historical record of the clubs activities and results of internal club competitions.


Club Secretary personal data


We publish the contact details for our club secretary on our website which is set up with Google sites. This information includes name, address and telephone number of the club secretary as contact point for the club.


Members’ personal data


We provide an all members email facility through the services provided by Fasthosts. We store email addresses of our members in the email forwarder tool supplied by Fasthosts and accessed through their control panel on Fasthosts servers. At time of writing Fasthosts maintain their servers within the UK. Fasthosts privacy policy is available at:


https://www.fasthosts.co.uk/terms/privacy-notice


Fasthosts hold specific data for the club treasurer including name, address, email address, phone numbers and payment information. The account held with Fasthosts is held in name of the treasurer on behalf of the club. The account is accessed through an online control panel provided by Fasthosts and this control panel has password protection.


Fasthosts in general maintain that the data entered through the control panel is not covered by their privacy agreement however they also state within their agreement that they do not have knowledge of or view, share or collect this specific data. We therefore rely on the integrity of their system and inbuilt security in this respect and on the security of their system. Email addresses only are stored on the system and are not specifically identifiable to any specific members name or address or other personal details, except insofar as the member uses his/her name or other personal details within their email address i.e. john.smith@email.co.uk


Borders Ice Rink (“BIR”)


Members of the club who use the facilities of BIR may be required to be members of BIR. The club is required to collect subscriptions on behalf of BIR for those mother club members who use the BIR facilities and as such we share members’ names, addresses and mother club status with BIR. We may also enter into communication with BIR in respect of payment information relating to BIR subscriptions.


How we protect your personal information


Your personal information is stored on a spreadsheet and in paper records maintained by the club Secretary and Treasurer at their home address. The information may be stored on personal hard drives or in some cases in cloud based storage systems such as Dropbox, Google Drive, iCloud, OneDrive etc. and is accessed by our secretary, treasurer for the purposes set out above. Where necessary, from time to time, for the operation of the club the information may be made available to the committee or other members for the pursuance of specific tasks including but not limited to organising competitions or social events.


Where information is stored in cloud based systems it is usual that these systems require a password to access any files that the user stores. In addition where we hold files containing personal data on a cloud based system, except those that are displayed on our website such as competition results, the file itself will be password protected.


If at any time we are required to transfer your personal information outwith the EU for the purposes of entering into competitions, booking travel arrangements for training camps, or for any other purpose in relation to the running of the club. Where your personal information is transferred outwith the EU, we will provide you with information regarding the safeguards that we have put in place with the recipient country to protect your personal information.


How long we keep your personal information


Members’ personal data


We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 7 years.


We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Duns Curling Club and for how long. We need to do in the event of a claim against Duns Curling Club.


Your rights


You can exercise any of the following rights by writing to us at Duns Curling Club, C/O The Secretary, Hillside, Victoria Road, Eyemouth or by email to secretary@dunscc.co.uk.


Your rights in relation to your personal information are:


  • you have a right to request access to the personal information that we hold about you by making a “subject access request”;


  • if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;


  • you have a right to request that we restrict the processing of your personal information for specific purposes; and


  • if you wish us to delete your personal information, you may request that we do so.


Any requests received by Duns Curling Club will be considered under applicable data protection legislation.  If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk


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