I. About this Policy
1.1 This policy explains when and why we collect personal information about our members, how we use it, keep it and how we secure your rights in relation to it.
1.2 We may collect, use and store your personal data, as described in this Data Processing Policy and as described when we collect data from you.
1.3 We reserve the right to amend this Policy from time to time without prior notice. You are advised to check our website (www.westerly-owners.uk) regularly for any amendments (but amendments will not be made retrospectively).
1.4 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on GDPR can be found at the website of the Information Commissioner (www.ico.org.uk)
2. We are:
Westerly Owners Association (WOA) and can be contacted via our Administration Office at 19 Willowdale Close, Petersfield, GU32 3PS tel: 01730 266178 or email@example.com
3. The Information we collect and why
WOA may hold the following data in WOA’s Digital Database:-
3.1 Purpose: To Manage the Member’s membership of WOA
3.1.1 Legal Basis: Performing WOA’s legitimate interests in operating the Association and performing the ssociation’s contract with the Member.
3.1.2 Type of information:
a) Full Name, Postal address and post code of Skipper
b) Full name of First Mate as appropriate
c) Year of joining
d) E-mail address for the purpose of communication of relevant information.
e) Telephone Number(s) both landline and mobile.
f) Preferred method of subscription or renewal. Direct Debit details are handled by ‘Gocardless’ and are not held in WOA’s Data Base.
3.2 Additional data purpose: Printing a WOA Year Book and WOA Magazines for the purposes of our legitimate interests in ensuring yachts and members can maintain contact with each other.
3.2.1 Consent required to publish.
3.2.2 Type of information:
a) The Yacht Name, Westerly class, sail number, year built and purchased, engine make & hp. mooring location including country if abroad and MMSI number of the Yacht belonging to the member.
b) The owners name, telephone number and email will be alongside the name.
c) Pictures of yachts and of members.
3.3 Pictures, videos: To add to the website or include in WOA Magazines.
3.3.1 Consent required to publish
3.3.2 Type of information
a) Yacht Name
b) Owners Name
c) Location and date of event.
3.4 Regalia & Publications
3.4.1 If you order regalia or publications on line we collect data about you and pass to the WOA Adminstration Office for the sole purpose of processing your order and its delivery.
3.5 WOA Website
3.5.1 If you use the WOA website our Webmaster will collect data from your visit to understand better what visitors want from the site. The experience will then be used to enhance the site for the Association.
4. Protection of Personal Data
4.1 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
4.2 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
4.3 For any payments which we take from you online we will use a recognised online secure payment system.
4.4 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
5. Who else has access to the information you provide us?
5.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we require to do so by law as set out in section 3 above or paragraph 5.2 below.
5.2 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. printing magazine and send you mailings). However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
6. How long do we keep your information?
6.1 We will hold your personal data on our systems for as long as you are a member of WOA and for as long afterwards 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.
6.2 We securely destroy all financial information once we have used it and no longer need it
7. Your rights
7.1 You have rights under GDPR
7.1.1 to access your personal data
7.1.2 to be provided with information about how your personal data is processed.
7.1.3 to have your personal data corrected
7.1.4 to have your personal data erased in certain circumstances
7.1.5 to object or to restrict how your personal data is processed
7.1.6 to have your personal data transferred to yourself or to another business in certain circumstances.
7.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner: www.ico.org.uk/make-a-complaint
For more details please address any questions comments and requests regarding our data processing practices to our Data Controller c/o WOA Administration Office (see point 2 above).