Guernsey Rouleurs (“we”, “us”, or “our”) is committed to protecting and respecting the personal data that we hold. This privacy statement describes why and how we collect and use personal data and provides information about individuals’ rights. It applies to personal data provided to us, both by individuals themselves or by others. We may use personal data provided to us for the purposes described in this privacy statement.
Personal data is any information relating to an identified or identifiable living person. When collecting and using personal data, our policy is to be transparent about why and how we process personal data. We process personal data for numerous purposes, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose are set out in the relevant sections below. The personal data that is provided to us is provided either directly from the individual concerned, from a third party acting on behalf of an individual, or from publicly available sources (such as internet searches). Where we receive personal data that relates to an individual from a third party, we request that this third party inform the individual of the necessary information regarding the use of their data. Where necessary, reference may be made to this
We take the security of all the data we hold seriously. We have a framework of policies and procedures which ensure we regularly review the appropriateness of the measures we have in place to keep the data we hold secure. All information you provide to us is stored on our secure servers. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
3 DATA THAT WE HOLD
3.1 MEMBERSHIP AND EVENTS
We provide services to individuals. The exact data held will depend on the services to be provided.
Where we engage with individuals, we may collect and process personal data in order to satisfy a contractual or operational obligation. We request that individuals only provide the personal data that is required for us to fulfil our contractual or operational obligation.
3.1.1 WHY DO WE PROCESS DATA?
Where data is collected for membership and/or events, it is used for a number of purposes, as follows;
Providing services to you. Data is processed in accordance with the purpose which we have collected it, and may sometimes be further clarified in written documentation supplied before any data processing may occur. We provide a range of membership benefits and cycling events, the different reason why we may process your data includes;
Individual needs. When communicating with and assessing the needs of members, personal data may be processed in order to ensure that their needs are appropriately satisfied. This may include assessing whether the collection of services are provided to our members are appropriate.
In order to manage and administer our services, we may collect and process personal data. This may include (but is not limited to) maintaining internal records, managing relationships, hosting events, administering applications, and maintaining internal operating processes.
In order for Guernsey Rouleurs to do what it does, we may from time to time be required to collect and process personal data in order to fulfil regulatory, legal or ethical requirements. This may include (but is not limited to) the verification of identity of individuals.
3.1.2 WHAT DATA IS PROCESSED?
The data that is processed is dependent on the service that is being provided and on the recipient of this service.
Services to individuals. Personal data may include contact details, information about cycling activities, photographs, videos and any other specifically relevant data.
3.1.3 HOW LONG DO WE HOLD DATA FOR?
We retain the personal data processed by us for as long as is considered necessary for the purpose(s) for which it was collected, there may also be occasions which will require data to be kept for longer, however, this will typically be for legal purposes. In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it. We will periodically review this data, to ensure that it is still relevant and necessary.
3.2 OUR PEOPLE
We collect personal data for our people as part of the administration, management and promotion of our activities.
4 PEOPLE WHO USE OUR WEDSITE
When people visit our website, personal data is collected both through automated tracking and interacting with various forms on the website or apps (collectively referred to as the websites). Personal data may be collected when individuals fill in forms on our websites or by corresponding with us by phone, e-mail or otherwise. This includes information provided when an individual registers as a member of our club
5 SHARING PERSONAL DATA
We will only share personal data with others when we are legally permitted to do so. When we share data with others, we put contractual arrangements and security mechanisms in place to protect the data and to comply with our data protection, confidentiality and security standards.
Personal data held by us may be transferred to:
Third party organisations that provide applications/functionality, data processing or IT services to us.
We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems.
For example, providers of information technology, cloud based software as a service providers, identity management, website hosting and management, data analysis, data back-up, security and storage services. The servers powering and facilitating that cloud infrastructure are located in secure data centres around the world, and personal data may be stored in any one of them.
Third party organisations that otherwise assist us in providing goods, services or information, Law enforcement or regulatory agencies or those required by law or regulations.
Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, to establish, exercise or defend legal rights. We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable law or regulation.
6 LOCATIONS OF PROCESSING
Where possible, personal data resides within the EU but may be transferred to, and stored at, a destination outside the European Economic Area (EEA).
7 INDIVIDUAL'S RIGHTS
Individuals have certain rights over their personal data and data controllers are responsible for fulfilling these rights as follows:
Individuals may request access to their personal data held by us as a data controller.
Individuals may request us to rectify personal data submitted to us or, where appropriate, contact us via the relevant website registration page or by amending the personal details held on relevant applications with which they registered.
Individuals may request that we erase their personal data
Where we process personal data based on consent, individuals may withdraw their consent at any time by contacting us.
Individuals may have other rights to restrict or object to our processing of personal data and the right to data portability.
Individuals may request information about, or human intervention into, any automated data processing that we may undertake.
If you wish to exercise any of these rights, please send an email to firstname.lastname@example.org
8 COOKIE/TRACKING TECHNOLOGY
This website may use cookie and tracking technology depending on the features offered. Cookie and tracking technology are useful for gathering information such as browser type and operating system, tracking the number of visitors to the site, and understanding how visitors use the site. Cookies can also help customise the site for visitors. Personal information cannot be collected via cookies and other tracking technology, however, if you previously provided personally identifiable information, cookies may be tied to such information. Aggregate cookie and tracking information may be shared with third parties.
We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to email@example.com We will look into and respond to any complaints we receive.
You have a right to make a complaint at any time with the Data Protection Commissioner in Guernsey.
10 DATA CONTROLLER AND CONTACT INFORMATION
The data controller for Guernsey Rouleurs is Guernsey Rouleurs
If you have any questions about this privacy statement or how and why we process personal data, please contact us at firstname.lastname@example.org