Carlton Lifesaving Club Privacy Policy
How do we keep your information Safe?
Hello, we are a community club affiliated to the Royal Lifesaving Society supporting drowning prevention at a local level. We train people to enable them to be safe, have fun, and to help others who are in need, in and around water. Safety is at the heart of everything we do. Our mission is to prevent drowning and we achieve this by ‘training to save lives’ – it’s what drives all our work. But, as one of our valued members or a supporter, that also extends to keeping your personal information safe. At Carlton Lifesaving Club we value our members and supporters and we’re committed to protecting your privacy so we make sure we protect any personal information you give us. From this page you will be able to access our Privacy Policy/Privacy Statement. If you have any questions about it please ask on officer of the club.
You can access membership registration forms from the membership secretary, at the desk at the Carlton Forum on Saturdays 5.0-6.0pm. You will also be able to access our membership registration These forms are where we ask you for permission to do what we do with your information.
Carlton Lifesaving Club is a not for profit membership group and we have an exemption from registering with the Information Commissioners Office. We will still do all we can to follow the good practice guidance and ensure we comply with the date protection regulations.
Complaints
If you have any questions or concerns about this privacy policy and our privacy practices or if you wish to file a complaint, please contact the club. You have the right to lodge a complaint with the Information Commissioners Office (ICO) if you believe your data has been processed in a way that does not comply with the GDPR. You can do so by calling the ICO helpline on 0303 123 1113 or via their website
Privacy Statement: Personal Data Privacy
Carlton Lifesaving Club (Club) are committed to protecting and respecting your privacy.
What personal data we hold on you?
You provide your personal data / information through a number of means including the Member Data Form, the awards process, event entries, corresponding by phone, e-mail, when you elect to be included in our text service or mailing lists or participate in our discussion boards on the website or social media.
The information you give us may include your name, date of birth, address, e-mail address, phone number, membership numbers, gender, and relevant health information associated with your participation in physical activity. We may also record and use personal performance data as you progress towards achieving standards or awards.
Why we need your personal data
The reason we need your personal data is to administer your membership and enable the club to provide the services you are signing up for when you register with us.
Our lawful basis for processing your personal data is that we have an obligation to you as a member to provide the services you are registering for. Your explicit consent to process this data is requested at the point of collecting it. Any special category health data we hold is processed to coaches and trainers allowing the safe running of training sessions or compliance with World Anti- Doping Agency regulations.
Reasons we process your data include:
Training, achieving awards and competition entry.
We share your data with:
• Our club coaches or officials to administer training sessions and or lessons;
• club managers to enter events or participate in other club activities;
• fellow club members on registers, programmes, results sheets or celebrations of achievements;
• facility providers to allow safe access or check required competency standards;
• The Royal Life Saving Society, other awarding bodies or competition providers for entry in external events or activities. If the events are held outside of the UK specific reassurances regarding data security will be obtained along with your specific consent for that event or activity;
For funding and reporting purposes:
• sharing data anonymously with funding partners as a condition of grant funding;
• analysing data anonymously to monitor club trends;
• sending an annual club survey to improve your experience as a club member;
• in preparation of the club’s annual report.
For membership and club management:
• processing of membership forms, award forms and payments;
• sharing data with committee members to provide information about club activities;
• club newsletter promoting club activity;
• publishing of competition results and achievement of awards.
Marketing and communications
(where separate consent is provided) sending information about:
• promotions and offers from sponsors;
• selling club kit, merchandise or fundraising;
• club events or activities;
• drowning prevention and initiatives or activities which promote or support water safety.
The club use or may use the following social media pages: Facebook, and WhatsApp.
All members are free to join these pages. If you join one of the Social Media pages, please note that provider of the social media platform(s) have their own privacy policies and that the club do not accept any responsibility or liability for these policies.
How long we hold your personal data
Any personal data we hold on you will be securely destroyed after six years of inactivity with the exception of your name and data about the awards achieved, which will be stored for as long as considered necessary to preserve the history of the club.
Your rights regarding your personal data
As a data subject you have the right at any time to:
• Request access to, rectification or erasure of your personal data;
• restrict or object to certain kinds of processing, including direct marketing, the portability of your personal data;
• complain to the UK’s data protection supervisory authority or the Information Commissioner’s Office about the processing of your personal data.
As a data subject you are not obliged to share your personal data with the Club. Should you choose not to we may not be able to register or administer your membership nor will you be able to participate in all of our activities.
Data Register:
What we collect from all members
1. First Name
2. Middle Name
3. Surname
4. Date of birth
5. Address
6. Telephone numbers
7. email
8. Gender
If you are under 18 years. we will also collect
1. Your next of kin
2. Full name
3. Emergency contact numbers
4. Your parent or carer
1. First name
2. Surname
3. Address
4. Telephone numbers
5. email
If you are involved in physical activity
• Medical and or health information
• Information to keep you safe while training
If you are involved in competitive lifesaving
For international events
• Passport details
• Clothing sizes for ordering club kit
• Information to comply with WADA requirements
What data we will collect while you are a member
1. Performance information
2. Skill attainment levels
3. Awards and prizes achieved
4. Videos and Photographs
Who we will share your information with;
Our first principle is that we will not share your information with anyone unless it is necessary for one of these reasons.
• News for club members
• General circulation on club social media platforms in closed groups only
• You are included on a list of competitors
• For use by members or event organisers
• You are included on a register of attendance
• By members to monitor progress and safety
• The Royal Life Saving Society
o As our awarding body
o For competitions or events
• Any other organisation who organises competitions awards or events associated with our purpose for your involvement
• Non personalised data may be shared with grant or funding bodies as a condition of the award
Where will it be stored
1. On membership forms
2. On award forms
3. On entry forms
4. On registers
5. Computers used exclusively by the club management/ trainers/ coaches
6. On electronic media and paper hard copy formats
7. In the possession of an official of the club while at the club, to carry to and from club activities
8. Electronic & paper documents when not in use will be stored
In a house with a minimum of two lockable barriers
On an electronic medium with at least one password barrier
On a respected branded cloud based medium with appropriate security certificate
All paper data will be destroyed by use of a cross shredder, and electronic data by deletion from all computers, redundant hard drives will be destroyed
Archive policy
Ceased to be active member, lapsed membership
• Your data will be dormant, not subject to update
• Data destroyed after 6 years except name and list of awards achieved
• Name and award details are kept on trophies and for a historical record of the club’s history
NOTE: This policy/statement will be reviewed from time to time and amended if necessary