Horwich & District Fly Fishing Club (HDFFC)
General Data Protection Regulations
Privacy Policy
About this policy
This policy explains when and why Horwich & District Fly Fishing Club collect personal
information about our members and how we use and keep it secure and club member’s
rights in relation to it. This includes all members old and new, visitors and guests.
We will collect, use and store personal data, as described in this Data Protection Policy,
when people engage in activities at the club. Normally this will be through some level of
membership.
We reserve the right to amend this Data Protection Policy from time to time without prior
notice. Members will be advised through club monthly meetings, the Lodge notice board or
through an email as is felt appropriate. We will not share your personal data with any other
third party.
We will always comply with the General Data Protection Regulations (GPDR) when dealing
with your personal data. Further details on the GDPR can be found at the website for the
Information Commissioner (www.ico.gov.uk)
Responsible person
For the purposes of the GPDR, the Club Secretary will be the “controller” of all personal
data we hold about club members and others. The Secretary is responsible for making sure
the club complies with the GPDR which applies from 25th May 2018. We will review personal
data every year to establish whether we are still entitled to process it or not.
Members rights
You have rights under the GDPR.
To access your personal data
To be provided with information about how your personal data is processed.
To have your personal data corrected.
To have your personal data erased in certain circumstances.
To object to or restrict how your personal data is processed in certain circumstances.
For more details, please address any questions, comments and requests regarding our data
processing practices to the Secretary (enquiries@hdffc.co.uk)
Specific use and sharing of personal information.
In general, your personal data will only be used for the purpose of membership
management (renewals etc.) and your email and telephone numbers may be used for
communication about news, work at the club, fishery closure and other important notices.
Your personal data will not be passed to anyone else outside the club.
The Lawful reasons for processing your data.
We have three lawful reasons for processing your data, which are;
(a) Processing is necessary for compliance with our legal obligation under the
constitution of the Horwich & District Fly Fishing Club.
(b) Processing of your data is necessary for the administration of your membership.
(c) You have given your consent to the processing of your data by becoming a member
of the club.
What information we collect, why we collect it, and who we share it with
Type of information Purpose Shared with
Member’s name & address To meet Committee
Telephone numbers and our legal Secretary
Email address requirement Treasurer
Dates of Membership Management of
Commenced and ended membership files
Emergency contact details Contacting next of kin Emergency
In event of emergency services
Children and Young Persons
Data collected from age related members such as Child and Junior members will only be
used with the permission of a parent, grandparent/relative or guardian.
Data processed with your consent
The club will seek consent from any new membership application before processing any
information. Any current member will be deemed to have given their permission for their
data to be used as in previous years prior to GPDR by renewing their annual membership.
All rules and regulations apply in this instance. Any member not in agreement with this
situation may have their data removed and membership terminated forthwith.
Please note that if you leave the club, it is your right under GDPR to have all your personal
details erased. You will have to inform the club Secretary of your request to have your data
removed from the club database. If no request is received your data will be kept for a period
of not exceeding 12 months.
Enquiries and other communications with the club
When you enquire about the club we may hold your details for a period of time to deal with
your enquiry. Any emails and other communications with the club will only be retained for a
period of time appropriate to the consent or request. Club emails will be purged on a
regular basis (approximately 6 monthly). People added to a club waiting list for membership
will be informed and asked for permission to store that data at that point.
Request to see your personal information
If you wish to know what personal data the club holds please email the Secretary
(enquiries@hdffc.co.uk) and you will be replied to within 14 days of the request (depending
on availability).
Accuracy and retention of data
Each individual member is responsible for keeping the Secretary informed of changes to
their personal data and this is updated at least once a year at renewal and you are at that
time authorising the club to hold such data on file.
The data is kept on file at the Secretary’s home. The data will normally be kept to enable
membership renewals. The data will be kept for the length of membership.
It may be kept longer for a longer period for reasons of legal and civil action or any ongoing
case management. Name, Address and Length of Membership data will be kept for
management of historical insurance claims. Names and results may be kept indefinitely for
reason of historical significance - e.g. on trophies, plaques and other awards.
CCTV and Photography
All images and pictures used by H.D.F.F.C. are used with permission of the owner. If that
permission is withdrawn, the images will be removed and deleted