Privacy Notice

Angling Coaching Initiative (ACI)

Introduction

The Angling Coaching Initiative (ACI) needs to collect information about individuals that come into contact with the Club either as Board Members, Coaches, Volunteers, Students or guests. This personal information must be collected and dealt with appropriately whether is collected on paper, stored in a computer database, or recorded on other material and there are safeguards to ensure this is in accordance with the General Data Protection Regulation 2016 which replaces the Data Protection Act 1998 fully on the 28 May 2018. The ACI as a not for profit organisation does not need to register with the Information Commissioner but is required to adhere to the Principles of Data Protection, as detailed in the Data Protection Regulation.

The Club is also required to publish a Privacy Notice which is a legal document that discloses the ways in which it gathers, uses, discloses and manages member's data. It fulfils a legal requirement to protect a member's privacy under the Data Protection Regulation.

Your personal data - what is it

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the Data Controller's possession or likely to come into such possession.

Who we are

When we say ‘we’, we are referring to Angling Coaching Initiative (ACI) made up of Board Members, Coaches, Volunteers, Students or guests who have joined the Club or as guest members and is governed by the ACI Management Board elected by those members at an Annual General Meeting.

The Chairman of the club is deemed to be the Data Controller for ACI. The Data Controller is the person who in consultation with the Committee of the Club who decides what personal information the Association will hold and how it will be held or used.

The information we collect

We collect information from member's primarily from the application form individuals complete to join us. The information is retained in a database maintained by the Data Controller. The data is updated as each individuals joins or rejoins the Club. Past members details are held as part of that individuals record of membership with the Club and is updated when and if the individual rejoins.

The following information is held in the member's database; name, address, landline number, mobile number, email address, date of birth for intermediate and junior members, membership category, where joined and a record of any disciplinary action taken by the Committee for rule infringements. We also hold all the data collected from the completed Parental Consent Form’s, The Adult Consent Forms, and the Volunteer & Coach Consent Form’s. These forms also give or withhold permission to use photos for our angling publicity purposes.

How we use your data

We will only use your information where we’re allowed under the Data Protection Regulation because we have a legitimate interest or where you agree to it or when fulfilling a legal obligation

We use the information to record your current or past membership of the Club and to keep you informed of the activities of ACI, for example, by sending you a Newsletter or notice of up coming events If you have supplied an email address then we will send all communications by email including updates in year about our activities and information about our coaching events.

Who we share your information with

Information contained in the member's database is not shared with any third party apart from our legal requirements to gather information for Environment Agency rod licence waivers at events, our legal requirement to submit data to Sport England to validate our Grant/s from them, and to submit data to Angling Trust to validate our Grant/s from them.

An extract of the member's database is made available to Coaches and Volunteers only on a “ need to know” basis for those attending coaching days etc. An extract of the database showing that a member's disciplinary record exists is also made available to Coaches and Volunteers if this was ever deemed necessary

Any document files emailed between officials are password protected.

How long we’ll keep your information

Currently we keep a record of members in the database started in 2017 This enables us to identify the length of membership with the Club and any relevant information.

Paper records containing personal data, for example, application forms, are physically destroyed after three years by the Data Controller

Your rights and your personal data 

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: - 

· The right to request a copy of your personal data which the Association's Data Controller holds about you; 

· The right to request that the Data Controller corrects any personal data if it is found to be inaccurate or out of date; 

· The right to request your personal data is erased where it is no longer necessary for Data Controller to retain such data; 

· The right to withdraw your consent to the processing of your data at any time. However, that would you require you to forgo your membership of the Club and return your membership card to the Data Controller

· The right to request that the Data Controller provide the data subject with his/her personal data. 

· The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing; 

· The right to lodge a complaint with the Information Commissioners Office 

8th May 2018