We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have registered to become or are a member of our club. This notice explains how we comply with the law on data protection; what your rights are; and for the purposes of data protection we will be the controller of any of your personal information.

References to we, our or us in this privacy notice are to the North Kingston Hillwalking Club

We have appointed our Membership Secretary as the Data Protection Officer to oversee our compliance with data protection and to have overall responsibility for data protection compliance in our organisation. Contact details are set out in the “Contacting us” section at the end of this privacy notice.

1. Personal information we may collect from you

When you register with us to be a club member, you may initially provide us with or we may obtain personal information about you, such as information regarding your:

- personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;
- date of birth;
- gender;
- any debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you;
- records of your attendance at any events hosted by us;
- images in video and/or photographic form and voice recordings;

2. Where we collect your information

We typically collect personal information about our members when you apply to become a member of the club, when you make a query and/or when you correspond with us by e-mail or in some other way.

SHARING YOUR INFORMATION

We never sell your information to a third party; nor do we share it with any third party other than those noted in this document.

3. Uses made of the information

The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

Purpose	Personal information used	Lawful basis
To administer any membership you have with us and managing our relationship with you, including dealing with payments and any support or service enquiries made by you	All contact and membership details, transaction and payment information, records of your interactions with us.	This is necessary to enable us to properly manage and administer your membership with us.
To administer your relationship with the British Mountaineering Council (BMC) as we are an affiliated club	Contact and membership details.	This is necessary to enable us to properly manage and administer your membership with us and insurance cover with BMC.
To send you information which is included within your membership benefits package, including details about events, partner offers and discounts and any updates on North Kingston Hillwalking Club	Contact and membership details.	This is necessary to enable us to properly manage and administer your membership contract with us.
To send you other marketing information we think you might find useful or which you have requested from us, including information about membership, events, products and information about BMC.	Contact details	Where you have given us your explicit consent to do so.
To answer your queries or complaints	Contact details and records of your interactions with us	We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.
Retention of records	All the personal information we c939ollect.	We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and run our club.
To conduct data analytics studies to better understand event attendance and trends within the club	Records of your attendance at any events hosted by us.	We have a legitimate interest in doing so to ensure that our membership is targeted and relevant.
For the purposes of promoting the club and our events.	Images in photographic form.	Where you have given us your explicit consent to do so.
To administer your attendance at any meets/ events you sign up to	All contact and membership details, transaction and payment data.	This is necessary to enable us to properly manage and administer your attendance at the meet/ event.
To arrange for any trip or transportation to and from an event	Contact details, address, transaction and payment information	This is necessary to enable us to make the necessary arrangements for the trip and/or transportation to an event.

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your membership. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent.

4. Disclosure of your personal information

We share personal information with the following parties:

- British Mountaineering Council.
- Members of North Kingston Hillwalking Club.
- The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
- Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.

5. Transferring your personal information internationally

The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.

6. How long do we keep personal information for?

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information such as name (first name only) or photograph relating to a write up of a club meet on our website. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 1 year after your last contact with us or the end of your membership.

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You can contact us by using the details set out in the “Contacting us” section below.

7. Your rights in relation to personal information

You have the following rights in relation to your personal information:

the right to be informed about how your personal information is being used;
the right to access the personal information we hold about you;
the right to request the correction of inaccurate personal information we hold about you;
the right to request the erasure of your personal information in certain limited circumstances;
the right to restrict processing of your personal information where certain requirements are met;
the right to object to the processing of your personal information;
the right to request that we transfer elements of your data either to you or another service provider; and
the right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the “Contacting us” section below.

If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

8. Changes to this notice

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

9. Contacting us

In the event of any query or complaint in connection with the information we hold about you, please email via the contact form on North Kingston Hillwalking Club http://www.nkhc.co.uk

Version dated 5 November 2018

Privacy notice for our members