PRIVACY NOTICE FOR OUR MEMBERS
We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect concerning your membership with us. This notice applies to you if you have registered to become or are a member of our club. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection that we will be the controller of any of your personal information.
References to we, our or us in this privacy notice are to the Clitheroe Mountaineering Club and to its officers and Committee.
- We may collect from you
When you apply for membership of CMC, or renew your membership, by paying your membership fee you consent to us holding and using the following information for the purpose of administration of the club.
- Personal contact details that allows us to contact you directly such as:
- Home Telephone
- Mobile Telephone
- Email Address
- Membership start and end date;
- Records of your attendance at any events hosted by us;
- Images in video or photographic form which may be used on our website, Facebook page or Blog, and at quiz nights, photo competitions, or for club publicity
SPECIAL CATEGORIES OF PERSONAL INFORMATION
For the purpose of arranging particular events and for travel arrangements, it may be necessary to hold further more personal information for that particular event. This will only be held for the duration of arranging that event, and the information will be deleted as soon as the purpose is completed.
Examples of this may include:
Information about your health, including any medical conditions.
Information about any disabilities or dietary requirements.
Next of Kin and emergency contacts.
Passport and other travel identification details.
When we need to ask for this category of information, we will do so with your explicit consent.
In the table below’ we refer to these as the “special category reasons for processing of your personal data”.
WHERE WE COLLECT YOUR INFORMATION
We typically collect personal information about our members when you apply to become a member of the club, or when you renew your membership, or when you apply to go on any of the hut weekends and holidays we arrange.
- Uses made of the information
The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.
|Purpose||Personal information used||Lawful basis|
|To administer any membership you have with us and managing our relationship with you, including dealing with payments and any support, service or product enquiries made by you. To administer our website, blogs, Facebook pages and our annual handbook.||All contact and membership details, transaction and payment information, records of your interactions with us, and marketing preferences.||This is necessary to enable us to properly manage and administer your membership contract with us.|
|To arrange and manage any contracts for the provision of any services or products, such as the BMC Summit Magazine, and BMC Membership and insurance. Also for any companies involved in arranging Ski trip and other holidays||Contact details, transaction and payment information.||This is necessary to enable us to properly administer and perform any contract for the provision of any services and products you have purchased from us.|
|To answer your queries or complaints||Contact details and records of your interactions with us||We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.|
|Retention of records||All the personal information we collect.||We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and run our club and in some cases we may have legal or regulatory obligations to retain records. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.|
|For the purposes of promoting the club, our events and membership, through our website, blogs, handbook and Facebook pages.||Images in video and/or photographic form.||[[Note: Best practice would be to obtain consents where you intend to use any images or footage of members in any promotional campaigns, particularly where there are children involved. ]|
|To arrange for any trip or transportation to and from an event or holiday.||Identification documents details of next of kin, family members and emergency contacts, transaction and payment information, health and medical information.||This is necessary to enable us to make the necessary arrangements for the trip and/or transportation to an event. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above. Note the potential need to obtain consent|
|To use information about your physical or mental health (including any injuries) or disability status, to ensure your health and safety and to assess your fitness to participate in any events or activities we arrange.||Health and medical information||We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above. Note the potential need to obtain consent|
For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your membership. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.
Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below.
Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.
We share personal information only with the following parties:
To the British Mountaineering Council, to enable them to administer membership and insurance on behalf of our membership, and to send copies of their magazine “Summit” to our members.
With travel companies and organisations, to enable them to administer trips or holidays on our behalf.
TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY
The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union
HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of  years after your last contact with us, or the end of your membership. Exceptions to this rule are:
- Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.
It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You can contact us by using the details set out in the “Contacting us” section below.
YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION
You have the following rights in relation to your personal information:
- the right to be informed about how your personal information is being used;
- the right to access the personal information we hold about you;
- the right to request the correction of inaccurate personal information we hold about you;
- the right to request the erasure of your personal information in certain limited circumstances;
- the right to restrict processing of your personal information where certain requirements are met;
- the right to object to the processing of your personal information;
- the right to request that we transfer elements of your data to you or to another service provider; and
- the right to object to certain automated decision-making processes using your personal information.
You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the “Contacting us” section below.
If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.
CHANGES TO THIS NOTICE
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.
In the event of any query or complaint in connection with the information we hold about you, please contact in the first place the Membership Secretary. (See the Contact Us page of the website)
This Privacy Statement has been adapted from templates provided by the Sports and Recreation Alliance.
Advice has also been taken from the BMC Website, and from the FRCC.
Version 1 dated 26thth September 2018 (produced by FHT)