Privacy Policy - The 1863 Club

Privacy notice for our members

We are committed to the Safeguarding of our members and respecting their privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. Based upon the British Rowing Privacy Policy Guidelines, this notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.

Who do we safeguard?

A child is anyone who has not yet reached their 18th birthday. Based on British Rowing guidelines, we consider ‘Juniors’ to be anyone up to the age of 18. However, if a rower who is in their last academic year at school wishes to compete in a domestic event, they would still be classed as a ‘Junior’, even if they were older than 18, providing they are still completing their academic year.

Row Safe

Please see here our 1863 Club Safety Policy. And on the 1863 Club Safety page you will find a full list of our Policies and Procedures should you wish to share a concern.

Who are members?

The 1863 Club offers a Junior Rowing programme and it is understood that registration will in most cases be made by either a parent or guardian on behalf of each member.

This notice applies to you if you are either:

an individual participant of rowing who has registered for membership; or
a coach, participating in the training of our members.

References to we, our or us in this privacy notice are to 1863 Club Support Group (charity number 1142146) and registered address 22 Upper Mall, London, SW69TA

We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we are not required to do so, but our Club Welfare Officer has overseen the setting up of the necessary and required data protection protocols. Contact details are set out in the “Contacting us” section at the end of this privacy notice.

1. Personal Information we may collect from you

When you sign up for membership with us, you may provide us with or we may obtain personal information about you, such as information regarding your:

personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;
date of birth;
gender;
membership details including start and end date;
records of your interactions with us such as emails and other correspondence and your instructions to us;
any credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you;
records of your attendance or participation at any events or competitions ;
details of any rowing club membership; and
images in video and/or photographic form and voice recordings.

Through registration as a member and during your participation at training sessions and/or events, you may also provide us with or we may obtain the following additional personal information from you:

details of family member(s) and emergency contacts;
records and assessment of any competition results, details regarding competitions attended and performance related data.

Coaches and officials

As a requirement to fulfill your role as a Coach or as a club committee member that may be required to be present at training sessions or activities with our members, and in compliance with our Safeguarding Policy and procedures in place when working with children, you may also provide us with or we may obtain the following additional personal information from you:

any coaching code or official number;
your current affiliated club or other organisation (if applicable);
coaching/umpiring qualification and/or officiating history and rating (if any);
accreditation/qualification start and end date;
required Safeguarding certifications and DBS checks.

2. Special categories of personal information

We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:

Special category personal information related to performance assessment and measurements in physical fitness and endurance
information about your health, including any medical conditions

We may not collect all of the above types of special category personal information about you. In relation to the special category personal data that we do process we do so on the basis that

it is necessary for the purposes of Safeguarding compliance; or
based on your explicit consent.

In the table below, we refer to these as the “special category reasons for processing of your personal data”.

3. Where we collect your information

We typically collect personal information about our members when you register to become a member of the 1863 Club, when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.If you are providing us with details of referees, family members and emergency contacts they have a right to know and to be aware of what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.

4. Uses made of the information

The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

All members

Purpose	Personal Information used	Lawful basis
To administer any membership account(s) and dealing with payments	All contact and membership details, transaction and payment information and records of your interactions with us.	This is necessary to enable us to properly manage and administer your membership with us.
To send you information regarding competitions and events and any updates on rowing	All contact and membership details	This is necessary to enable us to properly manage and administer your membership contract with us.
To answer your queries or complaints	Contact details and records of your interactions with us	We have a legitimate interest to provide complaint handling and in compliance when managing any issues and concerns relating to the Safeguarding of our members
Retention of records	All the personal information we collect	We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims regarding the Safeguarding of our members. We need to retain records in order to properly administer and manage your membership and in some cases, we may have legal or regulatory obligations to retain records. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To administer your entry to events and competitions	Records of your attendance or participation at any events or competitions. Records of your results at competitive events.	This is necessary to enable us to properly manage and administer your event and competition entry.
For the purposes of promoting the sport, our events and membership	Images in video and/or photographic form.	Where you have given us your explicit consent to do so.
To comply with health and safety requirements	Records of attendance. Records of any safety incidents.	We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport.
In the area of performance assessment and measurement	Data records related to physical fitness and endurance	This “special category of personal data” is for both for the measurement of progress and also for the continued assessment and safety of our members.
For the purposes of equal opportunities monitoring	Name, title, date of birth, gender, health and medical information and performance data	We have a legitimate interest to promote a sports environment that is inclusive, fair and accessible. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.

Coaches and Officials

Purpose	Personal Information used	Lawful basis
To administer your role and and activities at the club	All contact and membership details. Details of your current affiliated club or other, coaching/umpiring qualifications and/or officiating history.	Ensuring we keep a record of all those individuals involved in club related activities.
To comply with legal obligations, for example, regarding people working with children or vulnerable individuals to comply with our safeguarding requirements	DBS (Disclosure and Barring Service) certificate and Safeguarding certifications	For criminal records history we process it on the basis of legal obligations or based on your explicit consent. For compliance when working with children

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent.

5. Disclosure of your personal information

We share personal information with the following parties:

Any party approved by you.
Our affiliated competitions: for the purposes of administering your competition entry;
The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.

We do not disclose personal information to anyone else except as set out above.

6. How long do we keep personal information for?

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 6 years after your last contact with us. Exceptions to this rule are:

Information that may be relevant to personal injury claims, or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after you have been a member.

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address.You may be able to update some of the personal information we hold about you by using the details set out in the “Contacting us” section below.

7. Your rights in relation to personal information

You have the following rights in relation to your personal information:

the right to be informed about how your personal information is being used;
the right to access the personal information we hold about you;
the right to request the correction of inaccurate personal information we hold about you;
the right to request the erasure of your personal information in certain limited circumstances;
the right to restrict processing of your personal information where certain requirements are met;
the right to object to the processing of your personal information;
the right to request that we transfer elements of your data either to you or another service provider; and
the right to object to certain automated decision-making processes using your personal information.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the “Contacting us” section below.

If you are unhappy with the way we are using your personal information, you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

8. Changes to this notice

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

9. Contacting us

In the event of any query or complaint in connection with the information we hold about you, please email to the ‘Attention : Club Welfare Officer’ at 1863clubsg@gmail.com.