Rotary Club of Windsor St. George
The Rotary Club of Windsor St. George promise to respect the confidentiality of any personal data you share with us, to keep it safe, and we will always take every effort to protect your privacy.
We pride ourselves on our honesty and openness and will always be clear how, when and why we collect and process your information; we promise we will never do anything with your details that you wouldn’t reasonably expect.
We collect information in the following ways:
When you give it to us DIRECTLY
There are many ways you may give us your information. For example, when you purchase a ticket, make a donation, or communicate with us either by phone, in writing, including email or in person. We are responsible for your data at all times.
When you give it to us INDIRECTLY
Your information may be shared with us by independent organisations, for example sites like PayPal and WordPress Event Calendar ticketing platform plugin and the hosting provider. These independent third parties will only share your information when you have consented. You should check their Privacy Notice when you provide your information to understand fully how they will process your data.
What personal information we collect and how we use it
We will only ever capture the minimum amount of information that we need to in relation to your ticket purchase, donations, sponsorship or purchase of advertisements for the event program and we promise to keep your information secure. The personal data we may collect includes:
- Your full name.
- Your contact details (address, email and telephone number).
- Any accessibility needs.
Where it is appropriate, we may also ask for additional information, and this will be made clear to you at the time the personal information is requested.
How we will use your data
We will use your personal data for the legitimate interest required to ensure the safe and secure running of the event, these will include:
- Administer your event ticket purchase.
- Administer your sponsorship contribution and purchase of advertising space in the event program (if you are a sponsor or advertiser).
- Communicate as necessary with any authorities to ensure the safe and secure running of the event.
- For any other purposes with your consent.
Sensitive information
We do not collect any personal information on attendees classified as ‘sensitive’ under GDPR. For example, information about an individual’s: race; ethnic origin; politics; religion; trade union membership; genetics; biometrics (where used for ID purposes); health; sex life; or sexual orientation.
Sharing with third parties
We will never commercially sell your personal data to anyone else.
We will only ever share your personal data in other circumstances, not listed above, if we have your explicit and informed consent at the time of collection. However, we may need to disclose your details if required by the police, other agencies, regulatory bodies or our legal advisors.
How we keep your information safe and who has access to it
We will ensure that there are appropriate physical and technical controls in place to protect your personal details and we will work within good practice, for example, confidential paper records are securely stored, or securely disposed of as appropriate. The club and its members will ensure that PCs/devices holding personal information on behalf of the club are protected with appropriate anti-virus and malware protection and this will routinely be monitored by the club.
We will undertake regular reviews of who has access to information that we hold to ensure that your personal information is only accessible by appropriate members, Rotary officers, Rotary staff and our service/host providers. We will ensure that we use the well-known responsible companies before we work with them and will ensure any contracts set out our expectations and requirements regarding how they manage the personal information they may have access to as part of providing those services.
We have a duty to report certain types of personal data breaches to the relevant supervisory authority, and where feasible, we will do this within 72 hours of becoming aware of the breach. If a breach is detected and likely to result in a high risk of adversely affecting you, we will inform you without undue delay.
Where we store your information:
The club may hold your information in various ways, for instance:
- A limited number of password protected personal computers, owned by members directly involved with the organisation of the event.
- Password protected documents.
- Dedicated secured server on the hosting provider
How long we retain your information and how we keep it up to date
We will only keep your information for as long as we need it to assist you with your attendance at the event, any enquiry you make to us, donations, or timely refunds.
Like most websites, we use “cookies” to help us make our site, and the way you use it, better. We do not store any personal data in the cookies that we use. Uou can find more details about Cookies on the Rotary Website https://www.rotary-ribi.org/clubs/privacy.php?ClubID=584
Your rights
The General Data Protection Regulations gives you certain rights and these are listed below for your convenience, further clarification of your rights is available on the Information Commissioners website:
- You have a right to be informed when your personal data is being collected, what is collected and how it will be used or shared.
- You have a right of access to your personal data: the right of access allows you to be aware of and verify the lawfulness of the processing of your personal data. You can also request a copy of the information which we hold on you. This information will be provided free of charge, unless the request is found to be manifestly unfounded or excessive then a reasonable fee will be charged. The application should be made in writing, by letter or email, and addressed to the club, contact details shown below, enclosing two proofs of identification. Applicants should be aware that where requests are manifestly unfounded or excessive, in particular because they are repetitive, the club can:
– charge a reasonable fee taking into account the administrative costs of providing the information; or
– refuse to respond.
- You have a right in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed.
We collect and process your personal data through legitimate interests or because you have provided it to us to enable us to deliver a service to you. We will only process your personal data as you would reasonably expect us to. You can opt out/request deleting your personal data by contacting us using the email address mentioned below.
Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below.
Changes to this privacy notice
We may change this privacy notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website or by notifying you directly.
Our contact details
Rotary Club of Windsor St. George
Contact details: contactus@windsorstgeorgerotary.org.uk
Complaints
If you are unhappy with how we have processed your personal information, please firstly contact the club, details above. If you are still unhappy you may contact the following:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire, SK9 5AF
Helpline: 0303 123 1113 (local rate) or ++44 1625 545 745
Date created by the club: September 2023 – v1