1. Introduction
Bolton Sailing Club ("we", "us" or "our") is a private members sailing club. We respect your privacy and are committed to protecting your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy explains how we collect, use, store and protect personal data relating to members, visitors, volunteers and website users.
2. What personal data we collect
We may collect and process the following personal data:
Membership data
- Name
- Postal address
- Email address
- Telephone number
- Membership category and status
- Emergency contact details (where provided)
Website and communications data
- IP address
- Browser and device information
- Pages visited and actions taken on our website
- Email engagement (for example whether emails are opened)
We do not routinely collect special category data (such as medical or health information) unless it is necessary for safety, safeguarding or legal reasons.
3. How we collect data
We collect personal data when you:
- Apply for or renew membership
- Book courses, training or events
- Complete online or paper forms
- Contact us by email, telephone or through the website
- Use our website or members’ portal
Some data is collected automatically through cookies and similar technologies (see section 10).
4. Why we process personal data
We use personal data for the following purposes:
- To administer membership
- To communicate with members about club activities, training, racing and events
- To operate the members’ portal
- To maintain a members’ directory
- To manage volunteering, safety and welfare
- To meet legal, insurance and RYA requirements
- To operate our website and email systems
The lawful basis for processing is that it is necessary for the performance of a contract (club membership) and for the legitimate interests of running a members’ sailing club.
5. Members’ directory
Bolton Sailing Club operates a secure online members’ portal which includes a members’ directory showing:
- Name
- Email address
- Telephone number
This directory is accessible only to current members via password-protected login.
The directory exists to support club activity, including:
- Organising sailing, crewing and training
- Club volunteering and race management
- Event coordination
- Safety and welfare
Members agree to inclusion in the directory as part of club membership. Members may request restrictions on their listing where there is a valid reason.
6. Who we share data with
We do not sell personal data.
We may share limited personal data with:
- The RYA
- Our insurers
- Payment providers
- Membership and communications systems (for example Sailing Club Manager and Mailchimp)
All third-party processors act only on our instructions and are required to protect your data.
7. International transfers
Some systems we use (such as Mailchimp or Google Analytics) may store or process data outside the UK or EEA. Where this happens, appropriate safeguards are in place to ensure UK GDPR protection.
8. How long we keep data
We keep personal data only for as long as necessary.
- Active members’ data is held while membership continues
- Former members’ data is normally deleted or anonymised within 24 months, unless required for legal, financial or safeguarding reasons
9. Your rights
You have the right to:
- Access your personal data
- Ask for incorrect data to be corrected
- Request deletion (where legally possible)
- Object to certain types of processing
- Request a copy of your data
Requests should be made to privacy@sail.org.uk.
10. Cookies and website tracking
We use cookies and similar technologies to operate and improve our website.
Cookies used include:
- Strictly necessary cookies - for secure and basic website functions
- Performance cookies - to understand how the site is used
- Functional cookies - to remember preferences
We use Google Analytics cookies including:
_ga, SID, APISID, HSID, NID, CONSENT and related Google cookies.
You can control cookies through your browser settings. Disabling cookies may limit website functionality.
11. Children under 16
We collect personal data for junior members with the consent of a parent or guardian. If you believe data has been provided without proper consent, please contact us.
12. Data security
We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access or disclosure. Access to member data is limited to authorised club officers.
13. Data breaches
Any suspected data breach will be investigated and, where required, reported to the Information Commissioner’s Office and affected individuals.
14. Changes to this policy
We may update this policy from time to time. The current version will always be available on our website.
15. Contact
For any data protection enquiries, please contact: privacy@sail.org.uk
