Edinburgh Kayak Club will be a “controller” of the personal information that you provide to us online, over the phone and through paper forms.
Why we need your personal information – contractual purposes
Why we need your personal information – legitimate purposes
Why we need your personal information – legal obligations
We are under a legal obligation to process certain personal information relating to [members/participants/volunteers/club members] for the purposes of complying with our obligations under:
the Companies Act 2006 to maintain a register of our members, which includes our member name, address, the date they were admitted to membership and the date on which they ceased to be our member, and hold general meetings, including issuing notices and voting arrangements;
the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults;
our sportscotland regulatory requirements to report on the size, achievements and profile of our members; and
the Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary.
Other uses of your personal information
We may ask you if we can process your personal information for additional purposes. For example, to display a list of coaches able to deliver a particular training or qualification course. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.
Who we share your personal information with
We share club member information with the SCA which is stored on the SCA’s Go Membership Portal.
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include Disclosure Scotland and Police Scotland for the purposes of safeguarding children. We may also share personal information with our professional and legal advisors for the purposes of taking advice.
If in the future The Club employs third party suppliers to provide services, including IT. These suppliers may process personal information on our behalf as “processors” and are subject to written contractual conditions to only process that personal information under our instructions and to protect it.
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.
How we protect your personal information
Your personal information is stored on our electronic filing system and our servers based in the UK and Europe, and is accessed by our volunteers for the purposes set out above.
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
You can exercise any of the following rights by writing to us at firstname.lastname@example.org. 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 the 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
Further information / Contact Us