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Privacy Policy

Sudbury Rowing Club is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Sudbury Rowing Club is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

Our full Privacy Policy can be found on our website, and is posted on the Club noticeboard.

What personal data we hold on you: You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club. The information you give us may include your name, date of birth, address, e-mail address, phone number and gender. We may also ask for relevant health information, disability, and other data which is classed as special category personal data.

Why we need your personal data: The reason we need this data is to be able to administer your membership and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are registering for.

Reasons we need to process your data include: For training and competition entry: Sharing personal data and performance data with club coaches or officials to administer training sessions. Sharing personal data with club officials to enter events.
Applying for British Rowing membership as part of a Club Learn-to-Row course.

For funding and reporting purposes: Sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority. Analysing anonymised data to monitor club trends.

For membership and club management: Processing of membership forms and payments. Sharing data with committee members to provide information about club activities, membership renewals or invitation to social events. Club newsletter promoting club activity. Publishing of race and competition results.

Marketing and communications: Sending information about promotions and offers from sponsors. Sending information about selling club kit, merchandise or fundraising.

Any health data you provide above is only processed for the purposes of fitness / health checks or passing health data to coaches to allow the safe running of training sessions. We process this data on the lawful basis of consent. Therefore, we ask for your explicit consent to process this data

On occasion we may collect personal data from non-members e.g. any non-member participant who fills in a form at a taster event. This information will be stored for 4 weeks after an event and then destroyed securely.

Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collection.

All members are free to join the club’s social media pages. Please note that the providers of these social media platforms have their own privacy policies and that the club does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.

Who we share your personal data with: The Club does not supply any personal data it holds for this purpose to any other third party. The Club’s data processing requires your personal data to be transferred outside of the UK for the purpose of cloud hosting.

Where the Club does transfer your personal data overseas it is with the appropriate safeguards in place to ensure the security of that personal data.

How long we hold your personal data: We will hold your personal data on file for as long as you are a member with us or for as long as is required to comply with our legal obligations. Your data is not processed for any further purposes other than those detailed in the club’s Privacy Policy.

Your rights regarding your personal data: As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data and to complain to the UK’s data protection supervisory authority, 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. If you choose not to share your personal data with us we may not be able to register or administer your membership.

Use of Email Tracking Pixels

All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.

Data Processor

We, Sudbury Rowing Club, make use of the myClubhouse software supplied by Simmetrics Ltd to process personal data we include on our myClubhouse website in accordance with our privacy policy set out above. Simmetrics Ltd processes your personal data on our behalf and they can only do so in accordance with our written instructions. You can find the details of our data processor’s privacy policy here: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.