Sarum Rotary Club (“we” / “us”) promise to respect the confidentiality of any personal data you share with us, or that we have access to, to keep it safe, and we will always take every effort to protect your privacy. [For the purpose of this notice, Sarum Rotary Club includes Sarum Rotary Club Charity Charitable Incorporated Organsiation, Charity Registration No 1188668].
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 members and donors is crucial, and your personal data allows us to manage your membership and provide the services you are entitled to.
It is expected that Rotary International in Great Britain & Ireland and District Officers of Rotary may also process member personal data on behalf of us.
We collect information in the following ways:
When you give it to us DIRECTLY
There are many ways you may give us your information. For example, when you join as a member, begin volunteering, make a donation, purchase our products or event tickets or communicate with us either by phone, in writing, including email or in person. We are responsible for your data at all times.
When you give it to us INDIRECTLY
Your information may be shared with us by independent organisations, for example sites like Virgin Money Giving, BT MyDonate, Stripe, Amazon Smile, Facebook/PayPal Giving, SurveyMonkey 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, Twitter, LinkedIn or WhatsApp, you might give us permission to access information from those accounts or services.
Via information available publicly
This may include information found in places such websites (Club, District, action groups etc), Companies House and information that has been published in articles/newspapers.
Like most websites, we use “cookies” 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.
In addition, the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.
The type and quantity of information we collect and how we use it depends on why you are providing it. You should be able to control what cookies are placed on your device through your browser settings. Go to https://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.
We use Google Analytics to analyse the use of our websites by generating statistical and other information. Details captured during your visit to our websites will include, but are not limited to, traffic data, location data, weblogs and other communication data and the resources you access. However, all data collected is anonymous and will not identify you as an individual.
Google, not us, stores this activity information. You can view Google’s privacy notice at http://www.google.com/privacypolicy.html.
To opt out of being tracked by Google Analytics across all websites visit 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 your membership, donation or products/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 organisation’s name
- Your job title
- Your date of birth
- Your bank or credit card details (as relevant to the product/service provided)
- Details of the enquiry, service or product
Where it is appropriate, we may also ask for additional information.
How we will use your data
We will use your personal data for the legitimate interest of conducting our core activities, these will include:
- Administration of your membership or donation, including processing Gift Aid
- Provide you with the services, products or information you asked for
- Providing services, products, guidance or information to Rotary International in Great Britain & Ireland and District Officers for their general activities, including Disclosure and Barring Service checks
- Communicating organisational messages and information to members, district officers and club officers
- Facilitate conference, training seminars, meetings and event planning
- Supporting ‘The Rotarian’ and ‘Rotary’ magazines
- Supporting The Rotary Foundation (TRF) and the Rotary Foundation United Kingdom
- Providing information and updates to District and Club Officers as well as Rotary International in Great Britain and Ireland
- Appointments to committees, task forces and other assignments within the organisation
- 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 services, products or information
- In any other way we may describe when you provide the information
- For any other purposes with your consent
We do not collect any personal information on members classified as ‘sensitive’ under GDPR.
We will only share your data with other parties where there is a legitimate need to do so. The following gives more information relating to this:
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/website.
2) Sharing within the Rotary organisation
The Rotary organisation is made up of clubs such as Sarum Rotary Club along with Rotary Districts, Rotary International, The Rotary Foundation (TRF), Rotary International in Great Britain and Ireland, the Rotary Foundation United Kingdom (RFUK) and the RIBI Donations Trust.
When you give information to us it may be shared within the wider organisation to facilitate your membership or donations and to provide the service afforded to you as part of that membership/donation.
3) 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 such as 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 controls in place to protect your personal details and that only the people that have a legitimate reason to access it do so.
We have a duty to report certain types of personal data breaches to the relevant supervisory authority, such as the Information Commissioner’s Office, 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.
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 you with your enquiry, process your membership, donation, event registration or other services associated to your Rotary membership.
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’s Office.
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-regulation-gdpr/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. You can 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 Club Secretary, 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 are a valid member we will need to communicate with you about your membership and those services afforded to you as part of that membership; or if you hold a club officer role and we need to communicate with you in relation to that role, 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 Information Commissioner’s Office, 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 www.sarumrotary.org.uk or by notifying you directly.
Our contact details
Sarum Rotary Club
40 Queens Road
If you are unhappy with how we have processed your personal information, please firstly contact the Club Secretary, details above.
If you are still unhappy, you may contact the following:
Information Commissioner’s Office
Last Review Date: 1st September 2020