Privacy Policy

Moray SUP Club Privacy Policy

The Moray SUP Club is run by Committee in accordance with the Club Constitution. The Moray SUP Club is affiliated to the Scottish Canoe Association (SCA).

What we need

When you apply to become a member of the Club or renew your membership (including if you are registering or renewing on behalf of a child under the age of 18), we will ask you for the following personal information:

1. Contact details – name, postal address, phone number and email address.

2. Date of birth, gender, are you over 18, any medical or disability we should be aware of.

3. If you are a member of the SCA, your SCA number, your awards and/or qualifications.

4. Next of kin contact details.

5. If we can contact you.

Why we need your personal information

We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:

1. Provide you with core member services, such as access to members only information on the Members only Facebook page, invitations to club outings, AGM and club meals, insurance via. Club affiliation with the SCA, voting rights on the running of the club.

2. Set up your Moray SUP Club affiliated membership with the SCA on their online database.

3. Send you membership communications by phone, email, Facebook or Messenger in relation to essential membership services, including but not limited to, general meetings, notices, membership renewals, membership fees’ information, etc.

4. Advise any leaders or coaches of disabilities, medical needs, and next of emergency contacts.

5. Sending booking information for courses or events where required by members.

6. Our club activities may be filmed or photographed and your personal information may also be used in images captured from our events, which we use for promotional purposes, mainly but not limited to the Club web site and Facebook page. Individual members may also share photos and films of club outings on social media.

7. Develop and maintain our members’ qualifications, including sending email and Facebook communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG / child protection requirements.

8. Respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to canoeing and kayaking. Refer to the Constitution for details regarding complaints and disciplinary procedures, for example, we will use your personal information to investigate your complaint, to suspend membership, take disciplinary action, etc.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us either in person, on the Facebook page or via email to MoraySUPClub@gmail.com If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.

We are under a legal obligation to process certain personal information relating to our members for the purposes of complying with our obligations under:

1. The SCA Affiliation requirements to maintain a register of our members.

2. The Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults.

3. Our Sportscotland regulatory requirements.

4. The Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary.

Who we share your personal information with

We share your information with the SCA to add you as an affiliated member.

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children or in relation to criminal activity.

We may also share personal information with our professional and legal advisors for the purposes of taking advice. These suppliers may process personal information on our behalf as “processors” and are subject to written contractual conditions to only process that personal information under our instructions and protect it. In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

How long we keep your personal information

We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership after 1 year.

We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Moray SUP Club and for how long. We need to do this in event of a claim against the club or to provide back ground information on how well the club is performing in terms of membership, finances etc.

Your rights

You can exercise any of the following rights by writing to us at MoraySUPClub@gmail.com, or on the Facebook page. Your rights in relation to your personal information are:

i. You have a right to request access to the personal information that we hold about you by making a “subject access request”;

ii. If you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;

iii. You have a right to request that we restrict the processing of your personal information for specific purposes; and

iv. If you wish us to delete your personal information, you may request that we do so.

Any requests received by Moray SUP Club will be considered under applicable data protection legislation. 

If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk.