privacy policy
Privacy Policy for the Cumbernauld Walking Club

May 2018

What personal data does our walking club collect?
The data we routinely collect consists of members’ name, address, email address, telephone numbers. We collect this data directly from each member when they join the club.

What is this personal data used for?
We use members’ data for the administration of your membership; the communication of information; and the organisation of walks and social events.

Who is your data shared with?
Your personal data is not passed on by us to any other organisations.

Where does this data come from?
Data for our members comes from them when they join the Cumbernauld Walking Club or when they update their information by contacting either the Club Secretary or Club Membership Secretary. Details of any accidents are stored in a notebook kept  by the member who records such incidents.

How is your data stored?
This information is mainly stored in digital form on computers. No data is stored outwith these computers, i.e in a cloud. Paper copies of application forms are also held by the membership secretary, and an accident record is maintained in a notebook. The Treasurer has a record of the payment of membership fees. We do not store members' financial details.

Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR we do not have a statutory requirement to have a Data Protection Officer.

Who has access to your data?
Members of the committee of Cumbernauld Walking Club have access to members’ data in order for them to carry out their legitimate tasks for the club. In the event of there being an insurance claim, and only then, the details of the accident would be shared with our insurance company.

What is the legal basis for collecting this data?
The Cumbernauld Walking Club collects the personal data that is necessary for the purposes of carrying out its legitimate interests as a membership organisation and participant in the activity of walking and in the promotion of this activity.

How you can check what data we have about you?
If you want to see the data we hold about you, you should contact the Club Membership Secretary or Club Secretary. We are required to provide this to you within one month. We will not usually levy a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.

     How can you ask for data to be removed, limited or corrected?
There are various ways in which you can limit or specify how your data is used.
You could maintain your club membership with your correct name but with limited contact details. However, we do need to have at least one method of contacting you. You could for example simply maintain an up-to-date email address, but of course this would limit what we are able to provide you with in the way of written information, so you would not be able to get any benefits that require a mailing address.

You do not need to provide us with your date of birth.
You may choose not to receive information emails from our club. Note, however, that all walk programmes are issued by emails to members. If you opt out from receiving these emails then you must either access them online on the club website or opt for them to be posted to you. Changes to any programmed walk or walks would have to be communicated to you by a telephone call or text.

Any of these options can be implemented for your club membership by contacting the membership secretary  or the club secretary

How long do we keep your data for, and why?
We normally keep members’ data after resignation, or lapsed membership,  in case they later wish to re-join. However, we will delete contact details entirely upon request.

What happens if a member dies?
We will normally delete deceased members’ personal data at the end of the club year (i.e. end May) in which such a death occurs. If requested appropriately to delete it earlier we will do so.