Privacy notice for OLOL Hiking Club
OLOL Hiking Club takes your privacy seriously. We are a “controller” of the personal information that you provide to us and this privacy notice sets out how, why and for how long we will use your personal data, as well as who it is shared with. It also explains your legal rights as a data subject and how to exercise them.
What we need from you
When you register as a member of OLOL Hiking Club or renew your membership, we may ask you for the following personal information:
- Contact details – name, address, email address and phone number.
If you do not provide us with all of the personal information that we need this may affect our ability to offer you our membership services and benefits.
Why we need your personal information
Contractual purposes
We need to collect our members personal information so that we can manage your relationship with us. We may use our members’ personal information to
- Provide you with core member services, including confirmation of membership, membership card, end of year renewal.
- Organise club activities and manage risk and safety if you attend a club event
Legitimate purposes
We also process our members’ personal information in pursuit of our legitimate interests to
- Provide you with news and updates about the activity of the club, opportunities to get involved in club meets, training, general meetings or other events.
- Raise awareness of the club’s activities by capturing photos, videos, or live streaming at events. We will use this for promotion, education and development purposes.
- Respond to and investigate your questions, comments, support needs, complaints, concerns or allegations.
Who we share your personal information with
We may be required to share personal information with statutory or regulatory authorities to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children, We may also share personal information with professional and legal advisors for the purpose of obtaining advice.
How we protect your personal information
Your personal information is accessed by our Membership Secretary, Club Secretary, Chairman, Treasurer and Social Convener. The data stored in digital form in computers which are password protected and if required to be passed between these individuals will be in an encrypted form. Any paper records of membership forms etc are kept within a locked cabinet.
How long we keep your personal information
We 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 delete your personal information where you have not renewed your membership with us after 6 months.
You have a right to:
- Change your communication preferences or restrict the processing of your personal data for specific purposes.
- Request that we correct your personal data if you believe it is inaccurate or incomplete.
- Access the personal data that we hold about you.
- Request that we delete your personal information.
You can contact us via the club secretary ololhikingclub@yahoo.co.uk
If you are dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk