DEVON YAWL ASSOCIATION – DATA PRIVACY POLICY

1. 1. About this Policy 
      • This policy explains when and why we collect personal information about our members, how we use it and how we keep it secure and your rights in relation to it.
      • We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.
      • We reserve the right to amend this Data Privacy Policy from time to time without prior notice (but amendments will not be made retrospectively). A copy of the current version is available from the Club’s website https://devonyawl.co/ or the Membership Secretary email: dyamembership@gmail.com
      • We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk).  For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
   2. Who are we?
      • We are the Devon Yawl Association. We can be contacted via the Membership Secretary (see above).
   3. What information we collect and why.
      

      Type of information	Purposes	Legal basis of processing
      Member’s name, address, telephone numbers, e-mail addresses	Managing the Member’s membership of the Club Mailings by the Club	Performing the Club’s contract with the Member For the purposes of our legitimate interests in operating the Club
      Emergency contact details (for use during Club events)	Contacting next of kin in the event of emergency	Protecting the Member’s vital interests
      Member’s website user name	Allowing access to the Club’s website	For the purposes of our legitimate interests in operating the Club
      The Member’s name, boat name and sail number	Managing race entries and race results Sharing race results with other clubs, class associations, and the RYA, and providing race results to local and national media	For the purposes of our legitimate interests in holding races for the benefit of members of the Club For the purposes of our legitimate interests in promoting the Club
      Photos and videos of members and their boats	Putting on the Club’s website and social media pages and using in press releases	Consent.  We will seek the Member’s consent on their membership application form and the Member may withdraw their consent at any time by contacting us by e-mail or letter.
      The Member’s name, address, telephone number, boat name, sail number, sailing club and e-mail address	Creating and managing the Club’s Membership Directory	Consent.  We will seek the Member’s consent before making any disclosure from the directory to other members or third parties. The Member may withdraw their consent at any time by contacting us by e-mail or letter.
      Member’s name and email address	Passing to the RYA for the RYA to conduct surveys of members of the Club (and members of other clubs affiliated to the RYA).  The surveys are for the benefit of the Clubs (and other clubs) and / or the benefit of the RYA	For the purposes of our legitimate interests in operating the Club and / or the legitimate interests of the RYA in its capacity as the national body for all forms of boating

      4. How we protect your personal data
         • We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
         • Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.  
         • For any payments which we take from you online we will use a recognised online secure payment system.
         • We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
      5. Who else has access to the information you provide us?
         • We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above or paragraph 5.2 below.
         • We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
      6. How long do we keep your information?
         • We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as is necessary to comply with our legal obligations. We will also retain personal data that does not include financial data for a limited time to enable us to encourage membership renewal in appropriate cases and to track boat whereabouts. We will review your personal data every year to establish whether we are still entitled to process it.  If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.
         • We securely destroy all financial information once we have used it and no longer need it.
   4. Your rights
      • You have rights under the GDPR:
        • to access your personal data
        • to be provided with information about how your personal data is processed
        • to have your personal data corrected
        • to have your personal data erased in certain circumstances
        • to object to or restrict how your personal data is processed
        • to have your personal data transferred to yourself or to another business in certain circumstances.
      • You have the right to take any complaints about how we process your personal data to the Information Commissioner:

https://ico.org.uk/concerns/

Telephone: 0303 123 1113.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

For more details, please address any questions, comments and requests regarding our data processing practices to our Membership Secretary (email: dyamembership@gmail.com).

Last update: 5 April 2025