Dunedin Chapter Scotland (#9083)
How We Operate
Privacy Notice for Dunedin Chapter Scotland (9083)
Dunedin Chapter Scotland takes your privacy seriously. We are a “controller” holder of the personal information that you provide to us and this privacy notice sets out how, why and for how long we will use your personal data, as well as who it is shared with. It also explains your legal rights as a data subject and how to exercise them.
What we need from you
When you register as a member of Dunedin Chapter Scotland or renew your membership we may ask you for some or all of the following personal information:
- Contact details – e.g. Name, Address, Email address, Phone number and HOG membership details.
If you do not provide us with all of the personal information that we need this may affect our ability to offer you our membership services and benefits.
Why we need your personal information – contractual purposes
We need to collect our members’ personal information so that we can manage your relationship with us. We may use our members’ personal information to:
- Provide you with core member services, including confirmation of membership, issue membership card, end of year membership renewal reminder and monitor HOG membership.
- Set up an online membership account enabling you to manage your membership and communication preferences.
- Organise club activities and manage risk and safety if you attend an event.
Why we need your personal information – legitimate purposes
We also process our members’ personal information in pursuit of our legitimate interests to:
- Provide you with news and updates about the activity of the club, opportunities to get involved in club meets, training, general meetings or other events.
- Raise awareness of the club’s activities by capturing photos, videos, or live streaming at events. We will use this for promotion, education and development purposes.
- Respond to and investigate your questions, comments, support needs, complaints, concerns or allegations.
Who we share your personal information with
We may be required to share personal information with statutory or regulatory authorities to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children. We may also share personal information with professional and legal advisers for the purpose of obtaining advice.
Third party suppliers with access to members’ personal data
Dunedin Chapter Scotland may use third party suppliers to provide services. These suppliers may process personal data on our behalf as “processors” and are subject to contractual conditions to only process that personal information under our instructions and protect it.
In the event that we share personal information with external third parties, we only share such information strictly required for the specific purposes and take reasonable steps to ensure recipients shall only process the disclosed personal information in accordance with those purposes.
- Joint-it / Eventbrite provide our membership database.
- RBS, Pay-Pal, Stripe, etc. process payment transactions securely on our behalf.
- Mail-chimp to distribute some of our email communications. Their servers are based in the US and they uphold the EU Privacy Shield to certify their data security.
- Chapter Officers who arrange or manage events or completions receive details of participants / attendees
How we protect your personal information
Your personal information is accessed by our Membership Officer / Secretary, Treasurer only for the purposes set out above. It is stored by our club in password-protected documents. Your personal data is transferred to Join-It / Eventbrite by inputting it directly into a password-protected database or emailed via a password-protected spread-sheet.
How long we keep your personal information
We only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and delete your personal information where you have not renewed your membership with HOG and / or Dunedin Chapter with us for one year.
You have a right to:
- Change your communication preferences or restrict the processing of your personal data for specific purposes.
- Request that we correct your personal data if you believe it is inaccurate or incomplete.
- Request that we delete your personal information.
- Access the personal data that we hold about you through a “subject access request”.
You can contact the Membership Officer / Secretary firstname.lastname@example.org
If you are dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk