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Privacy Policy

  • The Bowline Climbing Club will use the data provided by club members for processing related to their membership of the club. This includes passing your name, contact details and date of birth to the British Mountaineering Council (BMC) to register your club membership with them (associate and full members only).

  • The Bowline Climbing Club will use the data provided by prospective members for processing related to their prospective membership of the club.

  • The Bowline Climbing Club will use data provided by those subscribing to club mailing list for processing related to informing subscribers of club news, events, and other related information. This includes messages sent by subscribers to the list (the content of which the club is not responsible for).

  • The Bowline Climbing Club will use data provided by any persons attending a 'club meet' for processing related to managing the attendance of the meet, communications relating to the meet, and handling payments relating to the meet.  This may include passing your details third parties in association with the meet such as accommodation providers and travel/transport operators. A 'club meet' is defined as an event organised by the club, as agreed with the Meets Secretary (or the Chairman, in the Meets Secretary's absence), and formally published on the Events page of the club website. Any other event which may be arranged, communicated, or attended by one or more club members (or other parties) is not a 'club meet'; any information exchanged between club members or other parties in relation to these events is external to the club and therefore outside of the scope of this privacy policy.

  • The Bowline Climbing Club will use data provided by any persons booking and/or staying at the club hut (Dinorwic Mill Cottage) for processing related to managing the bookings/stays, communication relating to bookings/stays, and handling payments relating to use of the club hut.

  • The Bowline Climbing Club will use data provided by any persons entering the Charnwood Hills Race for processing relating to the general management of the race; including administration prior to the race, payment processing, registration, race management on the race day and followup administration (e.g. publishing results, lost property management, requesting feedback, notification of the next race).

  • The Bowline Climbing Club will use data provided by persons who take part in the Charnwood Hills Race for publishing the results of the race.

  • We will never share or sell any personal data without explicit consent from the persons identified by the data.

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Who is collecting the data?

Bowline Climbing Club, a Registered Society under the Co-operative and Community Benefit Societies Act 2014.

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What data is being collected?
 
Club members

We collect the minimum amount of information we need to administer the membership of the Club for all club members. The information we collect is:

  • Full name

  • Email address

  • Home address

  • Date of Birth

  • Telephone number(s)

  • Climbing/outdoor experience

  • Confirmation of awareness of the club privacy policy

  • Signature

  • Dates / duration of membership

  • Other records required for the day-to-day administration of the club, e.g. committee and general meeting minutes, insurance incident reports, email exchanges, etc.

  • Details of committee nominations / offices held

  • Involvement in matters of historical record for the club.

  • Dates and values of payments you make to the club or receive from the club

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Prospective members

We collect the minimum amount of information we need to administer prospective membership of the Club. The information we collect is:

  • Full name

  • Email address

  • Home address

  • Date of Birth

  • Telephone number(s)

  • Confirmation of awareness of the club privacy policy

  • Date of commencement of prospective membership

  • Other records required for the day-to-day administration of the club, e.g. committee and AGM minutes, insurance incident reports, email exchanges, etc.

  • Dates and values of payments you make to the club or receive from the club

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Mailing list subscribers

We collect the minimum amount of information we need to administer subscriptions to the club mailing list. This applies to all club members, and any other persons who subscribe to the club mailing list. The information we collect is:

  • Full name

  • Email address

  • Confirmation of awareness of the club privacy policy

  • Confirmation of understanding that no marketing related emails my be sent to the club mailing list.

  • Other records required for the administration of the mailing list, e.g. email exchanges, etc.

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Club meet attendees

We collect the minimum amount of information we need to administer attendance of club meets. This applies to all club members, and any other persons who attend a meet of the club. The information we collect is:

  • Full name

  • Email address

  • Dates of meet attendance

  • Dates and values of payments you make or receive relating to the meet

  • Dietary requirements (where required for catered meets)

  • Other records required for the administration of the club meet, e.g. email exchanges, transport lists, catering arrangements, etc.

  • The minimum information required by third parties that are necessarily engaged in the delivery of the meet. This would typically be accommodation providers or travel/transport operators.

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Club hut users

We collect the minimum amount of information we need to administer bookings of the club hut. This applies to all persons who stay at the club hut or who arrange a booking of the club hut. The information we collect is:

  • Full name

  • Email address

  • Contact phone number

  • Contact postal address

  • Dates of usage of the club hut

  • Dates and values of payments you make or receive relating to the usage of the hut

  • Other records required for the administration of the club hut usage, e.g. email exchanges, feedback on hut condition, etc.

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Charnwood Hills Race entrants

We collect the minimum amount of information we need to run the Charnwood Hills Race. This applies to all persons who enter the Charnwood Hills Race. The information we collect is:

  • Full name

  • Gender

  • Date of birth

  • Club

  • Contact postal address

  • Contact email address

  • Contact phone number

  • Next of kin name

  • Next of kin phone number

  • Car registration

  • Dates and values of payments you make or receive relating to the race

  • Other records required for the administration/management of the race, e.g. email exchanges, requests to swap entrants, etc.

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Charnwood Hills Race results

We collect the minimum amount of information we need to publish the results of Charnwood Hills Race. This applies to all persons who took part on the race day (note that persons taking part must already have entered the race, see section above on race entry information collection). The information we collect is:

  • Full name

  • Club

  • Category

  • Finishing time

  • Position overall

  • Plus team membership and team position (only applicable if entered as part of a team)

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What is the legal basis for processing the data?

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Will the data be shared with any third parties?

Bowline Climbing Club does not control how the following companies store/use your information; you should view their privacy policies or contact them for more information if required. Bowline Climbing Club will never sell personal details to any third party without explicit consent from the persons identified by the data.

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BMC (applies to club members only)

Bowline Climbing Club is affiliated to the BMC, so we will share club member details with them to secure the benefits which BMC membership brings to individuals and the Club. The BMC will use club members’ data to communicate with them about their BMC membership. 

The BMC will contact club members to invite them to create a ‘Member Profile’ which, amongst other things, allows club members to set and amend their BMC privacy settings. Information about how the BMC uses personal data can be found at www.thebmc.co.uk/privacy. The details shared with the BMC, by the club, are:

  • Name

  • Contact details

  • Date of birth

  • Membership number

  • Membership type

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Dropbox (applies to club members, prospective members, any persons sending or receiving payments to club, any persons attending club meets, any persons who enter the Charnwood Hills race or are listed in the results of the Charnwood Hills Race)

The club makes use of a private Dropbox for storing documents required to manage the clubs affairs including club membership (full and propspective), financial records, details of club meets (including attendee's). Access to this Dropbox is restricted to current committee members only.

The club makes use of a separate private Dropbox for storing documents required to manage the Charnwood Hills race (including details of entrants). Access to this Dropbox is restricted to current race committee members only.  Information about how Dropbox uses personal data can be found at https://www.dropbox.com/en_GB/privacy.

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Paypal (applies to any persons sending payment to the club via Paypal)

If you choose to pay subscription, meet costs, or hut fees by PayPal then you will be passing some information to PayPal to process the payment. Information about how Paypal uses personal data can be found at https://www.paypal.com/uk/webapps/mpp/ua/privacy-prev.

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Lloyds Bank (applies to any persons sending or receiving payment via bank transfer)

If you choose to pay club membership subscription, meet costs, or hut fees by bank transfer then you will be passing some information to the bank to process the payment. Also applies if you receive a refund or expenses payment from the club via bank transfer. Information about how HSBC uses personal data can be found at https://www.lloydsbank.com/help-guidance/customer-support/privacy-explained/data-privacy-notice.html

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Wix (applies to any persons subscribed to the club mailing list, those attending club meets where attendance is managed via events on the club website, and persons listed in the results of the Charnwood Hills Race)

Members’ names and email addresses will be added to the club’s mailing list in the club's Wix account to enable newsletters, meet information, etc, to be distributed. Consent for this is obtained on the membership form. Other interested persons may also subscribe to the list and provide their name and email address, consent for these persons is obtained upon registration. Information about how Wix handles personal data can be found here: https://www.wix.com/about/privacy

Any persons subscribed to the club mailing list can request to be removed from the Wix list if required, and can control some aspects of their subscription through their Wix account settings.

Bowline Climbing Club is not responsible for the content of messages sent by members to the Wix ‘Groups' discussion boards; members can unsubscribe from these at any time in the 'My Groups' area of the website.

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Accommodation providers and travel/transport operators (applies to those attending club meets)

We may pass the minimum information required by accommodation providers or travel/transport operators that are necessarily engaged in the delivery of a club meet. 

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EntryCentral (applies to those who enter the Charnwood Hills Race)

All data provided by entrants to the Charnwood Hills Race is collected by EntryCentral which the club use for managing entries to the race. This includes details of any payments collected. Information about how EntryCentral uses personal data can be found at https://www.entrycentral.com/terms-and-conditions/privacy. 

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Mailerlite (applies to club members, prospective members, any persons attending club meets, any persons who enter the Charnwood Hills race)

The club makes use of Mailerlite for sending emails to groups of persons. This requires storing the email address and full names of persons within these groups in Mailerlite in order for emails to be published. Information about how Mailerlite uses personal data can be found at https://www.mailerlite.com/legal/privacy-policy.

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How will the information be used?

  • The information on club members is used to maintain a list of the club membership and for the purposes of running the Club in accordance with the articles of association. This includes arranging loans of Club equipment and registering club members with the British Mountaineering Council (BMC).

  • The information on subscribers to the club mailing list is used to send information to the subscribers including club news, events, and other related information. It is also used to allow subscribers to send 'unofficial' messages to those on the list who have not opted out of receiving these messages. It should be noted that members sending emails via the mailing list will be allowing the recipient subscribers to know the senders email address (please note the club is not responsible for the content of these messages).

  • The information on attendees of the club meets is used for managing the attendance of the meet, communications relating to the meet, and handling payments relating to the meet.

  • The information on persons booking and/or staying at the club hut is used for managing the bookings/stays, communication relating to bookings/stays, and handling payments relating to use of the club hut.

  • The information on persons entering the Charnwood Hills Race is used for managing the race, communication relating to the race, and handling payments relating to the race.

  • The information on persons who took part in the Charnwood Hills Race is used for the purpose of publishing the results of the race.

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How long will the data be stored for?

  • Club membership data will generally be stored for the duration of the persons membership of the Bowline Climbing Club, and then until the end of the calendar year following the year upon which their membership ended. Records may be stored for longer if the club is required to do so by contract or by law, e.g. insurance incident reports must be stored for a minimum of 3 years from the date of the incident. Club member's names may appear in minutes of committee's and general meetings, these records will be held indefinitely. Club member's names may also appear in records of the club history, these records are held indefinitely.

  • Prospective membership data will generally be stored for the duration of the persons prospective membership of the Bowline Climbing Club, and then until the end of the calendar following the year upon which their prospective membership ended or their club membership if they join as a club member, whichever is the later. Records may be stored for longer if the club is required to do so by contract or by law, e.g. insurance incident reports must be stored for a minimum of 3 years from the date of the incident. 

  • Mailing list subscriber data will be stored so long as the person remains subscribed to the club mailing list.

  • Club meet attendance data will be stored until the meet has finished and any matters following the meet (such as the payment of expenses and costs) have been finalised.

  • Hut booking information will be stored until the end of the calendar year in which the booking finished.

  • Charnwood Hills Race entrants information will be stored until the end of the calendar year in which the race is run.

  • Charnwood Hills Race results information is stored indefinitely.

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What rights do you have?

  • You have the right to access a copy of the information we hold about you.

  • You have the right to correct any inaccurate information we hold.

  • You have the right to have your personal information deleted, but this may impact on your membership of the Club (and the BMC), your subscription to club mailing lists, your ability to attend club meets, or your ability to stay at the club hut.

  • You have the right to request that processing of your information is restricted, but this may impact on your membership of the Club (and the BMC), your subscription to club mailing lists, your ability to attend club meets, or your ability to stay at the club hut, or your ability to enter the Charnwood Hills Race.

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How can the data subject raise a complaint or make a request?

Any queries regarding the storing or use of your data can be directed to the club chairperson via email - chair@bowlineclimbingclub.co.uk

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