Celbridge Paddlers Canoe Club

Privacy Policy

Who are we

Celbridge Kayak Club CLG, trading as Celbridge Paddlers Canoe Club, respects your privacy and is committed to protecting your personal data. We gather and process your personal information in accordance with this privacy policy and in compliance with the relevant data protection regulations and laws. This privacy notice is intended to inform you of your rights and our obligations, and explains how, why and when we process your personal data.

We are a sports club membership organisation for amateur and social paddlers and associated persons. Our focus is the promotion of canoeing and kayaking and the participation of our members in social, training and competitive events.

We act as the data controller when directly processing your data and you have the right to obtain information about the data that we retain about you. You can contact us by email at [email protected] if you have any questions in relation to your personal data. 

Information that we collect

It is important that you read this privacy notice together with fair processing notices which we provide in specific cases when we are collecting or processing personal data about you, (for example membership application, expression of interest, event booking, use of photographs), so that you are fully aware of how and why we are using your data.

Celbridge Paddlers Canoe Club primarily processes your personal information to administer and conduct club related activities. This includes membership and registrations, communications and notifications of events, club fundraising activities, coaching activities and compliance related requirements (for example vetting and insurance). We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

Personal data, or personal information, means any data about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We collect the following personal information which we have grouped together as follows:

  • Identity Data (First name, last name, date of birth (in the case of members), gender)
  • Contact Data (Postal address, email address, telephone number)
  • Photographs and Videos 

We collect information in the following ways:

  • Online forms
  • Paper / pdf forms

How we use your personal data

As a Celbridge Paddlers Canoe Club member or non-member, your personal data is processed on the basis of necessity only. 

We will not, without your consent, supply your data to any third party except where such a transfer is a necessary part of the activities that we undertake. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice.

Your personal data can be processed as follows:

  • To register you as a member of the Celbridge Paddlers Canoe Club.
  • To contact you as a potential member, respond to a query or as part of our mailing list.
  • To share information with you about our services and activities. In the case of Celbridge Paddlers Canoe Club members, this includes information about all of our services and activities.
  • To collect and store your personal data as part of our legal obligations.
  • To send information about our services that is beneficial to you as a Celbridge Paddlers Canoe Club member and in our interests. 

Your rights

You have the right to access any personal information that we process about you and to request information about:

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has or will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct or complete the information and we will do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You have the right to request that we delete your personal data in certain circumstances, for example where the data is no longer necessary for the purposes for which it was initially required. We undertake to adhere to your Right to be Forgotten, subject to where the data is required to be retained for contractual, or to meet legal or regulatory requirements.

If we receive a request from you to exercise the above rights, we will ask you to verify your identity to a varying degree based upon the information sought, before acting on the request; this is to ensure that your data is protected and kept secure.

 

Sharing and disclosing your personal information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice, in fair processing notices, or where there is a legal requirement. 

We share data with third parties such as:

  • Insurance Companies
  • Sports Governing Bodies (for example for the purposes of registering members with Canoe Ireland)
  • Other Clubs (for example where a race or event is organised by another club)
  • Other Supporting Organisations
  • Event partners, but only in the circumstance whereby you register to attend a specific partnership event. The partner will then only use this data for the purposes of the said event, and for no other reason. 

Safeguarding measures

We take your privacy seriously and take every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and we have put in place appropriate security measures.

In order to protect the privacy of your personal information, we:

  • Take all due care to protect your personal data from any loss, unauthorised access, modification, use, disclosure or destruction
  • Limit access to your personal data to those members, committee members, agents, suppliers and other third parties who have a business need to know and who will only process your data under our strict instructions
  • Put security measures in place on our online systems including encryption and restricting access
  • Put in place procedures to deal with a data breach and will notify you and the Data Protection Commissioner of a data breach where we are legally required to do so

Transfers outside the EU

Personal data in the European Union is protected by the General Data Protection Regulation (GDPR) but some other countries may not necessarily have the same high standard of protection for your personal data.

We utilise some products or services (or parts of them) that may be hosted or stored in the United States, which means that we may transfer information which is submitted by you outside the European Economic Area ("EEA") for the purposes of social media (for example Facebook, Google Inc)

Links to Other Websites

Our Site may contain links to other websites run by other organisations which we do not control. This policy does not apply to those other websites, so we encourage you to read their privacy policies. We specifically disclaim responsibility for their content, privacy practices and terms of use, and we make no endorsements, representations or promises about their accuracy, content or thoroughness. Your disclosure of personal information to third party websites is at your own risk.

 

Social Media 

The club uses social media to build awareness and communicate to members and non-members.  We will post pictures of events which may include members and non-members attending these events.  If we post a picture of you that you wish to be removed, or have altered to remove you, please contact us.

 

Communications Groups & WhatsApp

The club uses WhatsApp groups and communities to communicate information and engage members.  The Celbridge Paddlers Canoe Club WhatsApp administrators may invite you to join a group.  By choosing to join the group, you consent to share your Name and Phone Number with the other members of that group.  You may remove yourself or request removal from a WhatsApp group or community at any time.

 

Consequences of not providing your data

As a Celbridge Paddlers Canoe Club member, we require your personal information to provide you with our services and we will not be able to offer our services without it.

 

How long we keep your data

 

Your Personal Data will be held for the duration of your membership of the Celbridge Paddlers Canoe Club and it will be deleted by us in the event that you request us to do so. However, we may retain your Personal Data for the purposes of satisfying any legal, accounting or reporting requirements and in accordance with our data protection policy. 

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

 

Special categories data

Owing to the services that we offer, we sometimes need to process sensitive personal information (known as special category data). Where we collect such information, we will only request and process the minimum necessary for the specified purpose and identify a compliant legal basis for doing so.

 

Lodging a complaint

We only process your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however, you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority via the contact details below.

Data Protection Commissioner

Data Protection Commissioner
Canal House
Station Road
Portarlington
Co Laois
R32 AP23

Email: [email protected]
Lo Call: 1890 252 231

You may also lodge a complaint with the Office of the Data Protection Commissioner via their online form.

 

Changes to this Policy

We will notify you of any updates to this policy and publish the updated policy on our website. By continuing to be a member of the club, you agree to the amended policy. Please refer any questions in relation to this Policy, or to the processing of your personal data, using the contact details below.

Celbridge Paddlers Canoe Club

Email: [email protected]