Privacy Statement

Exe Valley Rotary Club (EVRC) is a registered charity, and is also affiliated to the Rotary Club of Britain and Ireland. As a membership club EVRC holds and processes personal data about it’s members, volunteers occasional speakers .It also holds and processes data about our commercial partners sponsors and entrants when running our fund raising events such as the Templeton Trail run and the Uffculme Country Show. Data here may include contact details for entrants, traders and crafters who have either traded with us before, or have expressed an interest in receiving invitations to trade with us at coming events.

Our lawful bases for data handling:

• Current Members – contract of membership and the legitimate interests of the EVRC to enable communication with and between members and archive records regarding past activities involving former members.
• Speakers – your agreement to act as a speaker and/or the legitimate interests of our club in maintaining a speaker list and record.
• Traders Crafters Exhibitors Entrants and suppliers –contractual performance, and the legitimate interests of our club in maintaining contact record of willing participants entrants and insurance records.
• The Legitimate interests of EVRC as a club, charity and RIBI affiliated club require that certain data be held and processed for its own records and for insurance purposes.
• If you have gift aided a donation or subscription, advertised with us or have claimed expenses or acted as an officer or trustee, then EVRC may have a Legal obligation to preserve and/or process some of your personal data to comply with regulations like tax laws.

What is meant by “data”?

• Members – Data held initially will usually include name, address, contact details, date of birth, date joined, date of PHF award if applicable, Rotary achievement records, membership of Club and District committees.
• Traders crafters exhibitors sponsors at our fund raising events – name and contact details. Insurance details.
• Entrants at our fund-raising events name and contact details.
• For child entrants, age & school until end of event only. Next of kin as registered with us.

We will never disclose your data for other purposes without your permission, unless required bylaw, in the interest of your health (in the event of injury during an event) or for insurance purposes, nor will we sell it or share it commercially for marketing purposes.

EVRC requires data to:

• Be processed lawfully, fairly and in a transparent manner
• Be held only for specific purposes
• Not to be used or disclosed incompatibly with those purposes
• Be accurate and kept up to date
• Be kept no longer than necessary
• Be made available to data subjects on request
• Be appropriately protected against – unauthorised access/alteration/disclosure and destruction and accidental sharing.

Where is it held?

Data is held in the club membership databases, the Rotary database, in our event management database(s), and in limited records approved by the committee and maintained solely for use by core volunteers during the performance of their roles (such as President, Committee Chairs, Secretary, Treasurer etc).

We may use membership data for:

• Updating your membership information
• Issuing subscription renewal reminders and processing subscriptions.
• Communicating key organizational messages such as circulating activity lists, menu information and organizing club events. Sending minutes.
• Liaising with RI, RIBI & other Rotary clubs on joint activities.
• Liaising with members and circulating the club magazine
• Circulating details of forthcoming events deemed likely to be of interest to EVRC members.
• Insurance & legal liaison where needed

We may use data provided by traders crafters exhibitors sponsors & entrants at our fund raising events for:

• Invitations, joining instructions, safety contacts,
• insurance liaison,
• safety checking (gas users and food outlets only)
• invoicing

We may use names and photographs for publicity purposes only.

You have rights.

The Data Protection 2018 sets out your rights – see the Information Commissioner’s Website at www.ico.org.uk for full details. You can present a Subject Access request to DAM (for which we may charge £10.00) to understand what how and why DAM issuing your
data, and to check we are doing it lawfully. Other rights, including the right tobe forgotten, or to object to processing also apply and are detailed in the Act. Requests should be made in writing to our Group Secretary, who is the Data Controller on behalf of the Trustees and committee. As the identity of that volunteer may change from time to time, his/her contact details should be secured from our website or our magazine or by asking any committee member or Trustee for them.

Cookies

EVRC’s website may collect information about your computer, including your IP address, operating system and browser type, for system administration and in order to create reports. This does not identify any individual. The only cookies in use on our site are for Google Analytics. You can opt out of Google Analytics without affecting how you visit our site – for more information on opting out of being tracked by Google Analytics across all websites you use, visit Google page.