Rotary Club of Hungerford

 

Privacy Policy

In order to comply with the 2018 GDPR (Data Protection) rules we have rewritten our privacy policy.

The new policy is detailed below and will be updated as necessary.

If you wish to unsubscribe from our mailing list please send an email to info@santasfunrun.net with the word UNSUBSCRIBE in the message bar.

The Rotary Club of Hungerford (“we”) while collecting essential data for the Santa’s Fun Run, promise to respect the confidentiality of any personal data you share with us, or that we have access to through other means, to keep it safe, and we will always take every effort to protect your privacy.

We pride ourselves on our honesty and openness and will always be clear how, when and why we collect and process your information; we promise we will never do anything with your details that you wouldn’t reasonably expect.

Developing a better understanding of our donors and events participants is crucial, and your personal data allows us to manage your donation and / or participation, and provide the services you are entitled to.

We collect information in the following ways:

When you give it to us DIRECTLY When you register to take part in the Santa Fun Run you will provide us with information necessary to participate. We are responsible for your data at all times and other than as described below, will not disclose it to any Third Parties unless required by Law.

When you give it to us INDIRECTLY Your information may be shared with us by independent organisations, for example sites like PayPal, Virgin Money Giving or BT MyDonate or other such services. These independent third parties will only share your information when you have consented. You should check their Privacy Notice when you provide your information to understand fully how they will process your data.

Via Social Media Depending on your settings or the privacy notices for social media and messaging services like Facebook, WhatsApp, LinkedIn or Twitter, you might give us permission to access information from those accounts or services.

Cookies Like most websites, we may use “cookies” from time to time to help us make our site, and the way you use it, better. We do not store any personal data in the cookies that we use.

Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.

The type and quantity of information we collect and how we use it depends on why you are providing it. You can control what cookies are placed on your device through your browser settings. Go to www.aboutcookies.org to find out more about cookies, including how to see what cookies have been set and how to manage and delete them.

Like most standard website servers we use log files. This includes IP addresses, browser type, Internet service provider (ISP), referring/exit pages, platform type, date/time stamp, and number of clicks. It is used to analyse trends, administer the site, track user's movement in the aggregate. IP addresses, etc. are not linked to personally identifiable information.

We may use Google Analytics from time to time to analyse the use of our websites by generating statistical and other information. However, all data collected is anonymous and will not identify you as an individual.

Google, stores this activity information, not Hungerford Rotary. You can view Google’s privacy notice (https://policies.google.com/privacy). You can opt out of being tracked by Google Analytics across all websites at their website https://tools.google.com/dlpage/gaoptout

What personal information we collect and how we use it We will only ever capture the minimum amount of information that we need to in relation to the Hungerford Santa's Fun Run or other events or services we provide to you and we promise to keep your information secure. The personal data we will usually collect is:

  •  Your name
  •  Your contact details
  •  Your date of birth / age
  •  Other declared information, where relevant

Where it is appropriate, we may also ask for additional information to complete the SFR application process.

Since all financial transactions are either by PayPal or cheque, we do not store any of your financial details.

How we will use your data We will use your personal data for the legitimate interest of conducting core business activities, these will include:

  • Administer your, participation, donation or processing Gift Aid
  • Provide you with the services, products or information you asked for
  • To present our website and its contents to you and to allow you to participate in interactive features on our website
  • Keep a record of your relationship with us
  • Understand how we can improve our events, services, products or information
  • In any other way we may describe when you provide the information
  • For any other purposes with your specific consent

Sensitive information We do not collect any personal information classified as ‘sensitive’ under GDPR.

Data Sharing

1) Our service/host providers In the course of our legitimate business activities, there may be a need for us to share, or give access to, your personal data to third parties that provide us with services or host our applications/software that you may access, for instance:

  • HMRC – for Gift Aid and tax details
  • Our website development and support provider
  • MailChimp – our communication mailing software service provider
  • We may share your data with other Rotary Clubs within the local area to offer you alternative events and services from time to time.

We will ensure that data processing agreements, compliant to GDPR, are in place before sharing with, or giving access to, your data with any of our service/host providers.

2) Sharing with third parties We will never commercially sell your personal data to anyone else. We will only ever share your personal data in other circumstances, not listed above, if we have your explicit and informed consent at the time of collection. However, we may need to disclose your details if required to the police, other agencies, for example HMRC, regulatory bodies or our legal advisors.

How we keep your information safe and who has access to it We ensure that there are appropriate physical and technical controls in place to protect your personal details. For example, confidential paper records are securely stored and when no longer required confidential paper waste is shredded. Our computer security is protected and routinely monitored. 

We undertake regular reviews of who has access to information that we hold to ensure that your personal information is only accessible by appropriate staff, Rotary members and our service/host providers. We do comprehensive checks on the companies we use before we work with them and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they may have access to as part of providing those services.

We have a duty to report certain types of personal data breaches to the relevant supervisory authority, and where feasible, we will do this within 72 hours of becoming aware of the breach. If a breach is detected and likely to result in a high risk of adversely affecting you, we will inform you without undue delay.

Where we store your information Your personal information will be hosted securely within the UK or the EU by Hungerford Rotary Club. Wherever possible, your information will be stored offline and not connected to the Internet. If it becomes necessary to run operations outside the European Economic Area (EEA), we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection laws.

How long we retain your information and how we keep it up to date We will only keep your information for as long as we need it to assist with donation, event registration or other services associated provided to you. There are statutory timescales on how long we should keep your information, for example, gift aid transactions must be retained indefinitely, financial records must be kept for 7 years, information associated with Health & Safety for three years after an event. We shall delete your information according to these statutory limits, or according to guidance issued by the Information Commissioner.

Individuals are responsible for keeping their own personal data up to date on the Hungerford Santas Fun Run website

Your rights The General Data Protection Regulations gives you certain rights and these are listed below for your convenience, further clarification of your rights is available on the Information Commissioners website https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulationgdpr/individual-rights/

  • You have a right to be informed when your personal data is being collected, what is collected and how it will be used or shared.
  • You have a right of access to your personal data: the right of access allows you to be aware of and verify the lawfulness of the processing of your personal data. Team Leaders and donors have access to their personal data via self-service systems such as the Registration Process or you can also request a copy of the information which we hold on you. This information will be provided free of charge, unless the request is found to be manifestly unfounded or excessive then a reasonable fee will be charged. The application should be made in writing, by letter or email, and addressed to the Chairman Hungerford Santas Fun Run, contact details shown below, enclosing two proofs of identification.
  • Applicants should be aware that where requests are manifestly unfounded or excessive, in particular because they are repetitive, we can:
  • - charge a reasonable fee taking into account the administrative costs of providing the information; or
  • - refuse to respond.
  • You have a right in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed.
  • You have a right in certain circumstances to object to the processing of your personal data for such reasons as direct marketing, automated decision making, profiling; although we can confirm we make no decisions on you using an automated process.
  • You have a right in certain circumstances to data portability.

In certain situations, these rights may not apply, for example if you have made a valid entry for an event, we will need to communicate with you about the event or and those services afforded to you as part of that event. In which case you will not be able to unsubscribe from these communications.

Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below.

Changes to this privacy notice We may change this privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website wwwsantasfunrun.net or by notifying you directly. 

Our contact details info@santasfunrun.net any correspondence should be marked for the attention of the chairman.

Removal from our mailing list please reply to any SFR email inserting UNSUBSCRIBE in the subject bar, however this means that you will not receive any further information and if you have made a booking you will not receive essential runner information.

Complaints If you are unhappy with how we have processed your personal information, please firstly contact the Chairman Marlow Santa Fun Run details above. If you are still unhappy you may contact the following: 

Information Commmissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline: 0303 123 1113 (local rate) or +44 1625 545 745


 

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