This page details two policies. The first covers our policy on data collected through using the Nomad Kayak Club website. The second covers data collected on those participating in club activities.
Who we are
We are Nomad Kayak Club. Our website address is: https://nomadkayakclub.co.uk.
What personal data we collect and why we collect it
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where we send your data
Visitor comments may be checked through an automated spam detection service.
1. About this policy
1.1 This policy explains when and why we collect personal information about our members and non-member participants, how we use it and how we keep it secure and your rights in relation to it.
1.4 We will always comply with applicable UK Data Protection legislation including 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?
2.1 We are Nomad Kayak Club. We can be contacted at firstname.lastname@example.org.
3. What information we collect and why
3.1 From members
|Type of Information||Purposes||Legal Basis of Processing|
|Members’ name, address, date of birth, telephone numbers, email addresses.||Managing the membership for the member. Managing event entries where required by members.||Performance of the Club’s contract with the member. Our legitimate interests in operating the Club.|
|Members’ Emergency Contact Details||Contacting next of kin in event of emergency.||Our legitimate interests in meeting our duty of care to members.|
|British Canoeing Name and Number and British Canoeing Awards, Qualifications and Expiry Dates||Managing the membership for the member. Managing event entries where required by members.||Performance of the Club’s contract with the member. Our legitimate interests in operating the Club.|
|Details of members’ medical condition and contact details of doctor||To understand any medical requirements that may affect members’ safety on water.||Our legitimate interests in meeting our duty of care to members.|
We may share your personal data with British Canoeing. If you are not already a British Canoeing member we may share your name, date of birth, and email address, in order to administer your British Canoeing Club Associate membership. This provides insurance for your club activities.
If you are already an individual British Canoeing member we may share your name, date of birth, email address, and membership number with British Canoeing. This allows us to view membership status and qualifications where appropriate, in order to facilitate the administration of your Club membership and support our Club management.
British Canoeing will contact you to invite you to sign into and update your profile in the portal. The portal will allow you to set and amend your privacy settings, and also to sign up to the member newsletter if desired. You can also request your account is deleted at any time.
Further information on British Canoeing’s approach to privacy and data protection, including their own privacy notices, policies and contact details, can be located in their Privacy Centre (https://www.britishcanoeing.org.uk/about/privacy-centre). If, after viewing the British Canoeing privacy centre, you have any further questions about their use of your personal data, please contact email@example.com or GDPR@britishcanoeing.org.uk.
3.2 From non-members participating in taster and club sessions
|Type of Information||Purposes||Legal Basis of Processing|
|Non-members name, address, date of birth, telephone numbers, email address||Managing the registration of non-members wishing to participate in taster or club sessions.||Our legitimate interests in meeting our duty of care and operating taster sessions and club sessions.|
|Non-Members’ Emergency Contact Details||Contacting next of kin in event of emergency.||Our legitimate interests in meeting our duty of care to non-members wishing to participate in taster and club sessions.|
|Non-members’ contact details of their doctor||Contacting doctor in emergency.||Our legitimate interests in meeting our duty of care to non-members wishing to participate in taster and club sessions.|
4. How we protect your personal data
4.1 We will not transfer your personal data outside the European Economic Area without your consent.
4.2 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.
4.3 Please note, however, that where you are transmitting information to us over the internet, then given the internet is not a secure medium, we cannot definitely guarantee the security of this information.
4.4 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?
5.1 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 in paragraph 3 above or paragraph 5.2 below.
5.2 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?
6.1 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 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 with the exception of retaining your personal data in an archived form in order to be able to comply with future legal obligations, including but not limited to compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.
6.2 We securely destroy all financial information once we have used it and no longer need it.
7. Your rights
7.1 You have rights under UK and EU data protection law, including:
- 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.
7.2 If you wish for us to erase your data as outlined in paragraph (3) above then please contact us at firstname.lastname@example.org.
7.3 If you have any concerns about how we process your personal data please contact us at email@example.com.
7.4 You also have the right to take any complaint about how we process your personal data to the Information Commissioner:
- 0303 123 1113
- 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 Data Protection Officer: NKC Club Secretary firstname.lastname@example.org