GDPR
This policy / privacy notice tells you what to expect us to do with your personal information.
If you wish to contact me about this, you can by email: rbown (at) cantab (dot) net
What information we collect, use, and why
We collect information directly from individuals - we do not seek personal information from any other source.
| What information? | Why do we collect it? | Lawful basis (see below) |
|---|---|---|
| Names and contact details | Provide and improve our services, for occasional updates / marketing, to protect your welfare, dealing with queries, complaints or claims | Consent, Contract, Vital interests |
| British Canoeing (or other national body) membership details | Provide and improve our services | Consent, Contract |
| Date of birth | Provide and improve our services | Consent, Contract |
| Which courses you have signed on to or attended | Provide and improve our services, for occasional updates / marketing, dealing with queries, complaints or claims | Consent, Contract |
| Information on medical conditions that you inform us of | Provide and improve our services, to protect your welfare, dealing with queries, complaints or claims | Consent, Contract, Vital interests |
| Emergency contact details | Provide and improve our services, to protect your welfare | Consent, Contract, Vital interests |
| Information that your provide us on your competence / experience | Provide and improve our services, to protect your welfare, dealing with queries, complaints or claims | Consent, Contract |
| Information relating to compliments or complaints | Provide and improve our services, dealing with queries, complaints or claims | Consent |
| Observations from courses and assessment outcomes | Provide and improve our services, for occasional updates / marketing, dealing with queries, complaints or claims | Consent, Contract |
| Information relating to health and safety (including incident investigation details and reports) | Provide and improve our services, dealing with queries, complaints or claims | Consent, Contract |
This data will be held electronically, on my personal devices (which are password protected) and on trusted cloud services (e.g. Google Drive, Apple iCloud, Whatsapp, Aluminati - my email provider).
We have listed ‘occasional updates / marketing’ above mostly for completeness - we may contact you in future with information that we genuinely think that you might find useful, but we have no plans for any sort of regular newsletter or email marketing campaigns.
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
How long we keep information
We keep information for up to 10 years after your last interaction with us.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Information Commissioners Office
We are exempt from the requirement to register with the Information Commissioner’s Office because we process personal information only for the purposes of:
Staff administration: Information on other individuals who we may provide courses with, or help us to provide courses.
Accounts and records: activities we need to do to maintain accounts or records for our organisation(e.g. details of past or present customers or suppliers, like names, addresses)
Advertising, marketing or public relations: activities to promote our organisation, such as sending marketing emails or conducting social media activity. (e.g. using someone’s name, contact details, or other identifying information to tell them about our services). Note that the exemption does not extend to us marketing third party products and services.
The web page snapshot below shows the result of completing the ICO questionnaire.
