SOUTHDOWN & HYDNEYE COMMUNITY ANGLING CLUB (SHCAC) – Privacy Notice
General Data Protection Regulations – GDPR
This Privacy Notice aims to give you information on how we collect and process your personal data provided to us when you apply to purchase a membership permit, exchange permit, guest ticket or otherwise interact with us.
As an organisation that has chosen to hold personal data, we have a legal responsibility to treat the data with respect and hold the data securely.
We may change this Privacy Notice from time to time so please check our website regularly to ensure that you are in agreement with any changes. Any questions regarding this Privacy Notice should be sent using one of the contact options below.
Who are we?
We are a small community based fishing club based in Eastbourne with around 600 members. The club is a low cost, non-profit making organisation run by a management committee of unpaid volunteers. We aim to provide a well-managed fishing club with local waters and open to all anglers.
Personal data must be
- Fairly and lawfully processed.
- Processed for limited purpose.
- Adequate, relevant and limited to what is necessary.
- Adequate and where necessary up to date.
- Processed in a way that ensures appropriate security.
Consent
By joining SHCAC, purchasing one of our memberships or guest tickets you are giving us permission to process the information specifically for the purposes identified within this document.
You may withdraw your consent at any time by simply emailing the club using our contact email address polegateangling@btconnect.com or in writing to SOUTHDOWN & HYDNEYE COMMUNITY ANGLING CLUB, c/o POLEGATE ANGLING CENTRE, Unit 7 Birch Industrial Estate, Eastbourne, East Sussex BN23 6PH. However, withdrawing consent completely will mean you will not be able to remain a member as SHCAC needs to store and use this data as part of their membership process.
The personal information we collect and use
When you purchase a membership or guest ticket using Clubmate online or through a shop agent, depending on information required for your purchase, your name, address, ID photo, and date of birth, category of membership, email and contact number will be stored in our Membership Database. Please be assured that we do not share your personal details with any other organisation or company other than Clubmate and its service providers (who run our website and collect the data and subscriptions on our behalf). However, it is a condition of membership that as a minimum your name and postal address, ID photo, email address and/or mobile phone number, shall be provided to SHCAC.
What personal data do we hold?
Membership forms – These are held as hard copies and electronic copies dependent on how each are purchased. Hard copies are currently held by the Secretary. Electronic copies are currently held by the Association’s Clubmate Administration System.
The fully completed hard copy membership form holds the following information:
Members name, Members address, Email address, Mobile and Home numbers, Type of membership, Date of Birth (sometimes) and Membership number.
The fully completed electronic copy membership form holds the following information:
Members name, Members address, Date of Birth, Email address, Mobile and Home numbers, Type of membership, Photo and Membership number.
Why do we hold personal data?
Members name – To enable us to address the member correctly.
Members address – To enable us to contact the member by post and verify both identity and payment details.
Members telephone number – To enable us to quickly contact our members.
Members e-mail address – To enable us to contact our members for administrative purposes and to allow easy identification of a member.
Members Date of Birth – We have various categories of membership which attract different price points. We need to ensure that the member is in the correct category.
Type of membership – We have various categories of membership which attract different price points. We need to ensure that the member is in the correct category. We also occasionally target information to specific categories of membership.
Members Photograph – Annual Members who join online from 2022 season are supplied with a photographic identity card. We retain a copy of the photograph in our records so the member can be positively identified by our bailiff team.
How paid – For club accounting purposes. This aids reconciliation of monies received. No bank details are requested or held.
Membership Database – The Membership Database is maintained by the Club Membership Secretary, stored on Clubmate’s Administrative system with password protection, and is backed up periodically for recovery purposes. The backup copies are password protected and kept secure. Past members entries will remain on database for not more than two years.
Hard Copy Membership Permits and Day Tickets – The hardcopy Permit Stubs and Day Ticket Stubs are securely stored by the Club Membership Secretary. The stubs for the previous membership year are destroyed following the Audited Accounts being approved at the Annual General Meeting.
Clubmate – SHCAC uses Clubmate to accept payments. For those members using Clubmate their name, email address, postal address and transaction details will be held on file for E&DAA to fulfil its own compliance and legal obligations. However, this information is always checked for accuracy before any invoice is issued. We will not share this information or your payment details.
Third Parties – Use of shop agents to sell membership permits and day tickets. To protect the information provided and held temporarily by the shop agent the following condition of sale is placed upon them.
In order to comply with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 the agent agrees by selling permits and day tickets on behalf of SHCAC that the personal information (Name and Address) recorded will be kept secure and not unlawfully used by the agent or divulged to any third parties. The information (permit counterfoils and day ticket stubs) shall only be passed to the SHCAC Treasurer or his representative.
Access to your personal information
You are entitled to view, advise us of any changes or have us delete any personal information that we hold. If you request us to delete your name and address, you will no longer be a member and your membership record within the Membership Database will be deleted. You will need to return your membership permit to the address below. As the GDPR is all about individuals having more control over data held on them, our members can request a copy of all information we held on them. To comply with the GDPR we will provide this information within 30 days of the request. Simply send an email to polegateangling@btconnect.com or in writing to SOUTHDOWN &HYDNEYE COMMUNITY ANGLING CLUB, c/o POLEGATE ANGLING CENTRE, Unit 7 Birch Industrial Estate, Eastbourne, East Sussex BN23 6PH.
Mailing
We will use the contact details held on our membership database to send correspondence and hard copies of membership permits purchased via Clubmate as and when requested. If you do not wish to receive communication, then contact the Club Membership Secretary on the details above.
Disclosure
We will never disclose the information held in our database to any outside organisation unless required by law to do so. The information is held strictly for club use and distribution of the data within the management of the club is restricted to a need-to-know basis.
Informing members of the data we hold and the member’s agreement that we hold this data.
We will publish this document on our website and refer to the document location on the membership hard copy permits and request that any members who have objections should contact us and we will address these objections – these actions will be recorded.
Changes to this Privacy Notice.
This privacy notice was last written on 12th March 2023 and will be reviewed periodically, at least, on an annual basis.
