Oread Mountaineering Club is committed to protecting and respecting your privacy.
Reference to we, our, us or the club in this policy are to the Oread Mountaineering Club.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we treat it.
Information we may collect from you and why:
|Type of Information||Purpose||Lawful Basis|
|Member’s name, address, telephone numbers, email address(es).||
Managing the member’s membership of the club.
To enable us to properly manage and administer your membership.
Creating and managing the club’s Membership Directory
Consent. We will seek member’s consent on their membership application form and each membership renewal form. The member may withdraw their consent at any time to tell us that they no longer wish their details to appear in the Membership Directory.
To allow the club’s newsletter and other club notices to be sent to the member.
Legitimate interest of running the club. Keeping members informed.
|Passing to the British Mountaineering Council (BMC) for BMC club membership and the benefits thereof||Legitimate interests of the Club as we are affiliated to the BMC.|
|Emergency contact details||Contacting next of kin in the event of an emergency||Protecting the member’s vital interests and those of their dependents|
|Photographs and videos of members taking part in club activities||Putting on the club’s website and social media pages and use in club publications||Legitimate interest of running and promoting the club.|
Our website is set up to provide members and the public with relevant information about the club.
How we protect your personal data
The data is stored in a secure file sharing facility. The information can be accessed by Committee members for internal record keeping and management of the services we provide to you.
The Membership Directory is supplied to full members of the club with instructions as to how the data can be used.
Who else has access to your personal data
We will never sell your personal data.
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. to print newsletters 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 use it for their own purposes.
How long do we keep your information
We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as is necessary for us 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 and for contacting past members with information regarding club celebratory events, such as anniversary gatherings
You have rights under GDPR:
- To access your personal data
- To be provided with information about how your personal data is processed
- To have your data corrected
- To have your personal data erased in certain circumstances
- To object to or restrict how your personal data is processed
This Policy was approved and adopted by the Committee on the 11/09/18