Maintaining protection of the information entrusted to our care by our members is of the utmost importance to Retford Mens Probus Club Website .
This Policy describes the types of information that you may provide when you visit Retford Mens Probus Club Website, www.retfordmensprobus.org.uk (the “Website”) and our practices for collecting, using, protecting and disclosing that information.
This Policy applies to information we collect:
On the Website.
In e-mail, text and other electronic messages between you and the Website.
When you interact with us in another way – for example, contacting us with an inquiry.
Information We Collect About You and How We Collect It
We collect several types of information from and about users of the Website and others, including information:
by which you may be personally identified, your e-mail address or telephone number (“personal information”) but only if you provide it on our “Contact Us” page or otherwise provide it to us.
We collect this information:
From the “Contact Us” page by email automatically if you provide it to us.
Information You Provide to Us
We collect information you provide on our “Contact Us” page when you interact with the Website:
Records and copies of your correspondence (including e-mail and other electronic messages, including social media posts).
You also may provide information or give us consent to use photo images to be published or displayed (hereinafter, “posted”) on public areas of the Website defined as “User Content”). Your User Content is posted on and transmitted to others at your own risk. Additionally, we cannot control the actions of other users of the Website with whom you may choose to share your User Content. We only publish such photos with your permission and do not normally identify individuals. The only exception to us naming individuals in photos is on the home page of the website which shows and identifies the current president, secretary, treasurer and press officer. The officials have given their permissions for this.
Usage Details, IP Addresses, Cookies and Other Technologies
We do not collect information as you navigate through and interact with the Website:
We do not collect personal information automatically.
How We Use Your Information
We use information that we collect from our website “Contact Us” or items that are posted by us with your consent or that you provide to us, to contact you and to follow up actions on your behalf. We may also use that information:
To provide you with information that you request from us.
To comply with any legal obligation
For any other purpose where we have your consent.
Disclosure of Your Information
To comply with any court order, law or legal process, including to respond to any government or regulatory request.
Donor Privacy Information
The Website will not sell, trade or share a donor’s personal information, including their name, phone number, email.
Accessing and Correcting Your Information
You may contact us through “Contact Us” to request access to, correct or delete any personal information that you have provided to us. We may not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect.
If we delete your User Content from the Website, copies of your User Content may remain viewable in cached and archived pages, or might have been copied or stored by other Website users.
Children Under the Age of 16
The Website is not intended for children under 16 years of age. No one under age 16 may provide any personal information to or on the Website. We do not knowingly collect personal information from children under 16. If you are under 16, do not use or provide any information on our Website. If we learn we have collected or received personal information from a child under 16 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 16, please inform us using “Contact Us”.
We have implemented technical and operational measures designed to secure your personal information from accidental loss and from unauthorised access, use, alteration and disclosure. All personal information you provide to us is stored on a password-protected computer.
We urge you to be careful about giving out personal information in public areas of the Website. The information you share in public areas may be viewed by any user of the Website.
Unfortunately, the transmission of information via the internet is not completely secure. Although we do our best to protect your personal information, we cannot guarantee the security of your personal information transmitted to the Website or over any public network. Any transmission of personal information is at your own risk. Without prejudice to any mandatory legal obligations to which we may be subject, we are not responsible for circumvention of any privacy settings or security measures contained on the Website.
EU Privacy Notice
If you are a resident of the European Union (EU) or European Economic Area (EEA) whose personal information we collect, the following additional information applies to you.
1.1 – Where you are an EU or EEA resident and the Website knowingly collects your personal information (also called ‘personal data’), we will do so in accordance with applicable laws that regulate data protection and privacy. This includes, without limitation, the EU General Data Protection Regulation (2016/679) (‘GDPR’) and EU member state national laws that implement or regulate the collection, processing and privacy of your personal data (together, ‘EU Data Protection Law’).
1.3 – This Privacy Notice also provides information on your legal rights under EU Data Protection Law and how you can exercise them.
2 The lawful grounds on which we collect and process personal data
2.1 – We process your personal data for the above purposes, relying on one or more of the following lawful grounds under EU Data Protection Law:
(a) where you have freely provided your specific, informed and unambiguous consent for the Website to process your personal data for particular purposes:
(d) where we need to comply with a legal obligation or for the purpose of us being able to establish, exercise or defend legal claims.
5 Disclosing your personal data to third parties
5.3 – We will treat your personal data as private and will not routinely disclose it to third party without you knowing about it. The exceptions are in relation to legal proceedings or where we are legally required to do so and cannot tell you (such as a criminal investigation). We always aim to ensure that your personal data is only used by third parties we deal with for lawful purposes and who observe the principles of EU Data Protection Law.
6 How long we retain your personal data for
6.1 – The Website retains personal data identifying you for as long as necessary in the circumstances – for instance, as long you are a member of the club.
6.2 – The Website has adopted a data retention policy for EU residents (which we may make available on request) that sets out the different periods we may retain personal data for in respect of relevant purposes in accordance with our duties under EU Data Protection Law. The criteria we use for determining the relevant retention and disposal periods we adopt are based on the purpose for which we hold data and the reasonable expectations of those whose personal data we collect in these circumstances, taking into account various legislative requirements and guidance issued by relevant EU regulatory authorities.
6.3 – In accordance with the above retention policy, the personal data that we no longer need will be disposed of and/or anonymised so you can no longer be identified from it.
7 Your personal data rights
7.1 – In accordance with your legal rights under EU Data Protection Law, you have a ‘subject access request’ right under which can request information about the personal data that we hold about you, what we use that personal data for and who it may be disclosed to as well as certain other information.
7.2 – Usually we will have one month to respond to a subject access request. However, we reserve the right to verify your identity and we may, in case of complex requests, require a further two months to respond. We may also charge for administrative time in dealing with any manifestly unreasonable or excessive requests. We may also require further information to locate the specific information you seek and certain legal exemptions under EU Data Protection Law may apply when responding to your subject access request.
7.3 – Under EU Data Protection Law. EU/EEA residents also have the following rights. which are exercisable by making a request to us in writing:
(a) that we correct personal data that we hold about you which is inaccurate or incomplete:
(b) that we erase your personal data without undue delay if we no longer need to hold or process it:
(c) to object to any automated processing (where applicable) that we carry out in relation to your personal data. for example if we conduct any automated credit scoring:
(d) to object to our use of your personal data for direct marketing:
(e) to object and/or to restrict the use of your personal data for purpose other than those set out above unless we have a compelling legitimate reason: or
(f) that we transfer personal data to another party where the personal data has been collected with your consent or is being used to perform contract with you and is being processed by automated means.
7.4 – If you would like to exercise any of the rights set out above, please contact us using “Contact Us”
7.5 – If you make a request and are not satisfied with our response, or believe that we are illegally processing your personal data, you have the right to complain to the Office of the Information Commissioner in the United Kingdom.
If you have any questions about the Website privacy protection practices or believe we have not adhered to this Policy, please “Contact Us”.
Last modified: 24th May 2018