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Data Privacy Policy

POFROC's DATA PRIVACY POLICY

1.About this Policy

1.1This policy explains when and why we collect personal information about our competitors/sailors and volunteers, how we use it and how we keep it secure and your rights in relation to it.

1.2We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.

1.3We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website https://www.pofroc.org.uk regularly for any amendments (but amendments will not be made retrospectively).

1.4We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the "controller" of all personal data we hold about you.

2.Who are we?

2.1POFROC is the Port of Fowey Race Organising Committee, an unaffiliated body owned and controlled by the Royal Fowey Yacht Club (RFYC) and Fowey Gallants Sailing Club (FGSC) We can be contacted at -

POFROC c/o RFYC

Whitford Yard, Fowey, PL23 1BH

admin@pofroc.org.uk

2.2What information we collect and why.

Type of information

Purposes

Legal basis of processing

Competitors/sailors name, address, telephone numbers, e-mail address(es).

Managing the competitors/sailors participation in events and associated activities and keeping them informed.

Performing POFROC's contract with the competitors/sailors.

For the purposes of our legitimate interests in operating POFROC.

We will hold the data for 12 months following the last event entered, in order to manage return of trophies and race management obligations.

Emergency contact details

Contacting next of kin in the event of emergency.

(Information only required for certain events)

Protecting competitors/sailors vital interests and those of their dependants

Date of birth / age related information

Managing entry categories which are age related.

Performing POFROC's contract with competitors/sailors.

The Member's name, boat name and/or sail number and amounts paid.

Managing race entries and race results.

Sharing race results with other clubs, class associations, and the RYA, and providing race results to local and national media.

Allocating moorings.

For the purposes of our legitimate interests in holding races for the benefit of competitors/sailors.

For the purposes of our legitimate interests in promoting POFROC.

For the purposes of our legitimate interests in operating POFROC.

Safety and Regatta Volunteers, Name, phone number, email and relevent training records.

Necessary to issue rosters, plan training and ensure correct number of volunteers are present to run POFROC's events.

For the purposes of our legitimate interests in operating POFROC.

Volunteer Consent required.

Photos and videos of competitors/sailors and their boats

Putting on POFROCS website and social media pages and using in press releases.

External publicity

Race Management.

For the purposes of our legitimate interests in promoting POFROC.

For evidence in managing the RRS.

Name, e-mail address and telephone number of each Officer

Information published on POFROC's website, in POFROC's newsletter and other publications, in the POFROC's marketing materials and made available to the RYA, in each case as a point of contact.

For the purposes of our legitimate interests in operating and promoting POFROC.

Name, e-mail address and telephone number of each Club committee member

Information published on POFROC's website

For the purposes of our legitimate interests in operating and promoting POFROC.

3. How we protect your personal data

3.1We will not transfer your personal data outside the EU without your consent.

3.2We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.

3.3Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.

3.4For any payments which we take from you online we will use a recognised online secure payment system.

3.5We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

4.Who else has access to the information you provide us?

4.1We will never sell your personal data. We will not share your personal data with any third parties, except where we are required to do so by law or as set out in the table above or in paragraphs 5.1 and 5.3 below.

4.2We may also pass your personal data to the RYA for the purposes of carrying out surveys when it is in the legitimate interest of POFROC and the RYA to do so. The RYA may use third parties to carry out the surveys but disclose only the personal data that is necessary for the third party to do so and will have a contract in place that require the third party to keep your information secure and not to use it for their own purposes.

5.How long do we keep your information?

5.1We will hold your personal data on our systems for as long as you are a competitors/sailor entering POFROC events and for as long afterwards as it is in POFROC's legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.

5.2We securely destroy all financial information once we have used it and no longer need it.

5.3We may also pass your personal data to the RYA for the purposes of carrying out surveys when it is in the legitimate interest of the club and the RYA to do so. The RYA may use third parties to carry out the surveys but disclose only the personal data that is necessary for the third party to do so and will have a contract in place that require the third party to keep your information secure and not to use it for their own purposes.

6.Your rights

6.1You have rights under the GDPR:

(a)to access your personal data

(b)to be provided with information about how your personal data is processed

(c)to have your personal data corrected

(d)to have your personal data erased in certain circumstances

(e)to object to or restrict how your personal data is processed

(f)to have your personal data transferred to yourself or to another business in certain circumstances.

6.2You have the right to take any complaints about how we process your personal data to the Information Commissioner:

https://ico.org.uk/concerns/

0303 123 1113.

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire SK9 5AF

For more details, please address any questions, comments and requests regarding our data processing practices to admin@pofroc.org.uk

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Last updated 15:08 on 23 May 2018

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