Privacy Notice

This statement explains how Cambridge University Canoe Club (“we”, “us” and “our”) handles and uses the personal information we collect about our current and past members, as well as those who have previously shown an interest in club activities, for processes relating to our operations and activities. When changes are made to this statement, we will publish the updated version on our website and email you.

The controller for your personal information is Cambridge University Canoe Club. The person responsible for data protection within our society is the President who can be contacted at president@cucanoe.co.uk.

How we use your personal information

We collect and process your personal information for a number of purposes, including:

Members

• Personal details including your email address to allow efficient communication with you about the club's activities and your membership eligibility and status.

• British Canoeing membership details and qualifications help us in our running of the club to ensure we are organising activities which are best suited for our members.

• Emergency contact details are used to contact a next of kin in the unlikely event of an accident. Please note that we do not hold any of our member's medical details: it is your responsibility to inform the organiser of any club activities before each session if you have a medical condition which may affect you or others during an activity.

Alumni

• An email address is stored to allow the maintenance of alumni relations and fundraising. Any member of the club may choose to pass on their email address to the club secretary (secretary@cucanoe.co.uk) as their membership expires to be added to a low-volume alumni email list.

Interested

• An email address is stored to allow efficient communication with all those who have informed us that they wish to receive information about joining the club (known as the 'interested list'). This includes people who ask for more information at a freshers fair, Come and Try It event or by any other means of communication with a member of the club committee.

Email addresses on the alumni or interested lists are retained indefinitely, and all other data held about a member is deleted when their membership expires.

How we share your personal information

• We share some of your personal information with the University, only where there is a specific need to, including for registration as a University Sports Club, and to provide your blues and sporting records for your University records.

• We may share some of your personal information with British Canoeing during our yearly affiliation. We would contact you for consent by email if this were the case.

• Details of your emergency contact may be shared with the University, your college (if appropriate) or the emergency services in the event of an emergency.

• We use University IT facilities to store electronic copies of personal information.

We may also be subject to a legal requirement (with or without your consent) to share your personal information with the University or a government agency (such as the police or security services or other statutory authorities with investigatory powers) under special circumstances (e.g. relating to tax, crime or health and safety). Where feasible and appropriate, we will notify you of our intention to share such information in advance.

Your rights

You have the right to access the personal information that we hold about you. You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing or communications, or to receive an electronic copy of the personal information you provided to us. Please note that all of these rights are qualified in various ways.

If you have questions or concerns about how your personal information is used, please contact us using the above details. If you remain unhappy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF (https://ico.org.uk/).

Last updated: 25/05/2018