Privacy Policy

Last updated: [date]

1. Introduction

This privacy policy aims to provide you with clear and detailed information about how our club ("we"/"us") processes your personal data on our website. The policy describes the types of personal data we collect, why we collect them, and how we use them to deliver our services. This includes information collected when you visit our website.

If you have questions about this privacy policy or how we process personal data, you can contact us using the contact details on this website.

2. Data controller

We are the data controller for all processing of personal data that occurs on our website, including data collected about visitors and information published on the website. As the data controller, we are responsible for ensuring that your personal data is processed lawfully and in accordance with the General Data Protection Regulation (GDPR).

3. Personal data we collect

We collect personal data necessary to provide our services and inform about club activities. This may include:

• Contact information, such as name, postal address, email address, and phone number (used for registration and communication purposes).
• Date of birth and gender (used for membership registration and categorisation).
• Names, photos, and videos of players (used to publish news, team information, and match reports on the website).
• Technical information: when you interact with our website, we collect data such as IP address, browser type and version, device identifiers, and operating system. We also use cookies and similar technologies to gain insight into how you use our services and to improve the user experience.

4. When and how we collect and use your personal data

We collect your personal data in various ways to ensure the delivery of our services. This includes:

• Direct interactions: you provide us with personal data directly when you register with the club, fill out contact forms on the website, or contact us via email, phone, or through other communication channels.
• Automated technologies and interactions: when you visit our website, we automatically collect technical data using cookies and similar technologies.

We use personal data for purposes related to:

• The administration of club memberships
• Communication about news, activities, and matches
• Publishing news, photos, and results on the website and social media
• Improving the website's functionality and user experience

5. Legal basis for processing

We process your personal data based on the legal bases outlined in Article 6(1) of the GDPR, which include:

• Consent: we process your personal data when you have explicitly given your consent. This applies, for example, when photos are published on the website.
• Contractual necessity: we process personal data necessary to fulfil our obligations under an agreement with you, such as managing club memberships and payments.
• Legitimate interests: we process your personal data when necessary for the purposes of our legitimate interests, provided this does not override your fundamental rights and freedoms. This applies, for example, when we inform members about club activities.

6. Sharing your personal data

We only share personal data with third parties when necessary to deliver our services. This may include service providers who handle payments, registrations, or website operations, as well as public authorities if legally required.

If we transfer your personal data outside the European Economic Area (EEA), we will ensure appropriate safeguards are in place in line with applicable data protection laws. These may include transfers to countries recognised by the European Commission as providing an adequate level of protection, the use of European Commission-approved Standard Contractual Clauses, or other appropriate legal mechanisms.

7. Storage of personal data

We store your personal data as long as necessary to fulfil our stated purposes and comply with legal obligations.

8. Your rights as a data subject

Under the GDPR, you have certain rights related to our processing of your personal data, including:

• Right to access and rectification: you have the right to request a copy of the personal data we have stored about you and to have incorrect or incomplete data corrected, updated, or changed.
• Right to restriction or erasure: under certain circumstances, you may request that we restrict the processing of your personal data or erase it entirely.
• Right to withdraw consent: if the processing of your personal data is based on consent, you have the right to withdraw that consent at any time.

To exercise your rights or if you have questions about our processing of your personal data, you can contact us using the contact details on this website.

If you believe your rights have been violated, you have the right to file a complaint with your local data protection authority.

9. Cookies

This website uses both first-party and third-party cookies to ensure essential functionality, improve user experience, and collect statistics. Some cookies are necessary for us to provide our service to you, while others are optional. The use of cookies may involve the processing of your personal data.

What are cookies?

Cookies are small text files stored on your device (PC, tablet, or mobile) when you visit a website. They enable the website to recognise your device and remember your settings and actions over time.

When you visit our website, we set cookies that are necessary for it to function. With your consent, we may also use cookies for additional purposes.

Types of cookies we use

• Necessary cookies — essential for the website to function properly and cannot be disabled.
• Functional cookies — allow the website to remember your preferences, such as your selected language or region.
• Statistical and analytical cookies — help us understand how visitors use the website so we can improve its content and functionality.

List of cookies we use

Below is an overview of the cookies that may be set when you visit our website:

Consent cookie: when you make a choice in the cookie banner, a cookie named cookieConsent is stored to remember your choice for future visits. It does not track you and contains no personal data.

Google Analytics: if this website uses Google Analytics and you accept analytics cookies, Google Analytics sets cookies (such as _ga) to measure how the website is used. If you reject analytics cookies, Google Analytics is not loaded and these cookies are not set. You can change your choice at any time via the cookie settings link on this website.

Managing cookies

You can review and update your cookie preferences at any time using the cookie settings link in the website footer.

10. Updates to the privacy policy

We may update this privacy policy as needed. Any changes will be published on this page, along with the updated effective date.

11. Contact information

Frome Canoe Club
[Address]
[email protected]
[Phone Number]