General Data Protection Regulation (GDPR)

Southern Hang Gliding Club

EU General Data Protection Regulation

PRIVACY NOTICE

The Southern Hang Gliding Club [‘SHGC’] is committed to protecting and respecting your privacy. Any personal data you provide for the purposes of your membership will be stored in a fair, lawful, secure, and transparent way.

The personal data we hold on you

The personal data we hold on you arises solely as a function of you being a member of the Southern Hang Gliding Club. The personal data will comprise the information that you have provided to us. This will include:

  1. Your name and address, telephone number(s) and email address.
  2. Your joining date and a record of your annual membership payments
  3. Your British Hang Gliding and Paragliding Association [’BHPA’] membership number.
  4. Details about your flying experience, [e.g. hours flown, your glider,
    your flying qualification [e.g. CP, P, AP, Coach, Instructor].
  5. You may also have provided information of a person or persons to be contacted in the event of an emergency, medical or otherwise.
  6. You may have also provided bank account details in order to receive a payment from the club Treasurer. Your bank details will be held for as long as legally necessary as they fulfill the club’s financial reporting obligations.

Who is the club's nominated Data Controller?

The club’s secretary is the club’s Data Protection Officer. He can be contacted at secretary@shgc.org.uk

Why we need your personal data

The reason we need your personal data is to administer your membership.

  1. Processing of membership payments.
  2. To issue a certificate of membership [helmet stickers]
  3. To contact person or persons nominated by you as emergency contacts.
  4. To ensure compliance with the club’s rules and constitution.
  5. Coaching and safety management
  6. For the purposes of the Red-Ribbon, and Aerotow sections

Direct marketing and profiling

The club does not use your data for any purposes related to direct marketing by third-party vendors. The personal data you have provided is not used for profiling purposes.

Who has access to your data?

Each member of the SHGC committee has access to your personal data via their account on the SHGC website using their own logon and unique password.
In the Personal Details section of each members account on the SHGC Website you may also have provided a telephone number that you would be willing for other club members to use to contact you.

The lawful basis for processing your data

Our lawful basis for processing your personal data is as follows;

  1. That we have a legitimate interest in doing so as part of our obligation to you as a club member, to ensure safety, and adherence to the club’s rules.
  2. The club also has a legal obligation to provide data in accordance with any investigation relating to airmanship events involving members such as is required after an incident or accident (fatal or otherwise), AIRPROX, and CAA investigations into airspace infringements etc.

With whom we share your personal data

We have a duty to share your personal data with the BHPA for the purposes of ensuring that all SHGC members also members of the BHPA and, therefore, in possession of third-party liability insurance as required by the club’s rules and constitution.

How long we hold your personal data

We will hold your personal data as long as you are a member of the club. If you leave the SHGC by a) informing us directly of your decision to leave or b) by failing to renew your membership (after reminders have been sent) or c) or your membership is terminated, we will delete your personal data at the end of the following membership year unless the retention of your personal data is required for the Club to fulfill its legal obligations.

Your rights regarding your personal data

You have the right at any time to access your account on the SHGC website and erase personal data. Since your membership of the SHGC requires the processing of your personal data (for the reasons given) complete erasure of your data will mean the simultaneous termination of your membership. You may complain to the Information Commissioners Office at any time.

Accuracy of your personal information

The personal data we hold on you will comprise the personal information that you have provided to us. It is your responsibility to ensure that the information provided is accurate and you should check as appropriate. This includes contact information you have provided for use in an emergency. Where you have named a person, and provided their contact details, it is your responsibility to gain their authorisation and to delete their information if and when circumstances change.

Security

The personal information you have provided will be stored on the SHGC website and access to this site is password protected. On joining the club you would have been given access to the website and you will have chosen an unique password. It is essential that you maintain the security of the SHGC website by keeping your password secure.

The internet is a global environment. The web hosting company that the SHGC uses is based in the US. Data that you provide will therefore be held on servers in locations outside the European Economic Area ("EEA").

We will take all reasonable steps to ensure that your data is treated securely and in accordance with the Club™s Security Policy and Privacy Notice.