Club Cualann Privacy Policy
Who
is collecting the data
For
any personal data you provide for the purposes of your membership, Club
Cualann is the Data Controller and is responsible for storing and
otherwise
processing that data in a fair, lawful, secure and transparent way. Club
Cualann are committed to protecting and respecting your privacy.
What
data is
being collected?
When
you join the club, we will seek information such as your name, gender,
your confirmation that you are over 18years of age, postal address,
e-mail
address, phone number and where relevant your Mountaineering Ireland
membership
number with which you are registered. Ideally
you
will provide this information by filling in a form and emailing it to us
or
in future by filling in an online form. We may also gather the
information face
to face or by corresponding with you by phone, e-mail or otherwise.
If
you book to attend certain club events (for example a walking or
climbing trip, training course etc), we may collect such additional data
as is
needed for the purpose of that event or trip.
From
time to time we may survey you to ascertain your views on issues
relevant to the running of the club.
If
you are not a member and book to attend a club event, we may seek
your name and contact details and store them in order to comply with the
requirements of our insurers and to enforce the club policy that
non-members
may only attend one club event before becoming members.
What
is the
legal basis for processing the data?
The
reason we need your Data is to be able to administer your membership
and provide the membership services you are hoping for when you register
with
the club.
Will
the data
be shared with any third parties?
Membership
of Mountaineering Ireland is a condition of club membership.
When
you become a member of, or renew your membership with, Club Cualann
you will automatically be registered as a member of Mountaineering
Ireland
(unless you can demonstrate to us that you are already a paid-up MI
member, either
directly or through an MI club). We will provide Mountaineering Ireland
with
your personal data which they will use to enable access to an online
portal for
you (www.mountaineering.ie - Login). This will enable you to sign into
and
update your Mountaineering Ireland details (which, among other things
allows you
to update your details and enter digital log of climbs/walks and avail
of
discounts on the online shop). It is vital, therefore, that a valid
email
address is given, so that you can ensure that your data is correct and
so that
you can set your own privacy settings. If you have any questions about
the
continuing privacy of your personal data when it is shared with
Mountaineering
Ireland, please contact dataprotection@mountaineering.ie
If
you book to attend a club event (such as a walking or climbing trip,
training course, social event etc) with us and we are using service
providers to
facilitate that event or trip, (for example instructors, guides, course
organizers, tour operators, ferry companies, airlines, accommodation
providers,
etc) we may provide data we already have about you and/or collect
additional data
relevant to that trip (for example, but not limited to. passport number,
car
registration number, date of birth, level of hillwalking/rockclimbing
experience etc.,) and pass it on to those service providers.
The
club does not sell your data to third parties. However, the club uses
a variety of online resources to store the information you provide to us
and to
communicate with you. At present, we are using Gmail and Google
contacts, and
will probably start using Google docs, but this may change over time.
From time
to time we may ask you to enter data into websites such as survey
monkey,
googledrive or Eventbrite in order, for example, to ascertain your views
on
topics relevant to the club or to arrange bookings at club events. These
online
services may harvest the data about you that you or we provide to them.
You can
obtain details of how they handle your data from their websites.
If
you agree to act as a volunteer walk leader or take people rockclimbing
or take on certain other roles within the club, we may post your contact
details on the website or on social media or otherwise communicate them
to
people interested in attending that walk/climb or interested in availing
of the
services you are offering on behalf of the club.
Photographs
and
Social media.
The
club operates a number of Whatsapp Groups, to facilitate
communication between members of the club and between the committee and
members.
If you are a paid-up member you may apply to join one or more of these
Groups. (You
need to have a smart phone). Please be aware that if you are added to
such a group,
other members of the group may be able to access your phone number and
that
Whatsapp may gather certain data about you as set out in Whatsapp’s
privacy
policy. As with
other Whatsapp
groups you can unsubscribe yourself from it.
Instructions on how to do so can be found on Google, they vary
slightly
depending on the type of phone you have e.g. Android, Apple etc.
Attendees
at club activities frequently take photos/videos of those participating
in the activity. These may
be used in
various ways including posting on social media, posting on the club
website,
promotion of the club and training. If you do not wish to appear in such
photos/videos please point this out to the person or people taking the
photo/video at the time and endeavor to stay out of view of the
camera(s).
How
long will
the data be stored for?
We
will hold your personal data on file for as long as you are a member
with us. Any personal data we hold on you will be destroyed after no
later than
3 years of inactivity on your account, except for specific reasons such
as
insurance claims or possible litigation etc.
Data
risks associated with limited IT resources.
Before
deciding
to join the Club, please carefully consider the following. In common
with many
other organisations of its size, Club Cualann has no paid staff, no
office and
no IT equipment of its own. Instead, administration work, including
processing
of personal data, is carried out by volunteers who change from time to
time,
who use whatever IT equipment or paper recording systems they can lay
their
hands on and who may have varying levels of IT skills. Your data may end
up on
a variety of devices in various locations. Within those constraints, we
will do
our best to keep your data secure, accurate and to manage it in line
with this
policy including erasing it at the appropriate time. However, these
constraints
do mean that your data may not be as secure, accurate and promptly
erased as if
it were being handled by an organisation with a professionally managed
and dedicated
IT system of its own. If you are not happy with the risks of having your
personal
data handled as described above, you might be better off joining a
different club,
one with better IT resources.
Your
rights
regarding your personal data
As
a data subject, you may have the right at any time to request access
to, rectification or erasure of your personal data; to restrict or
object to
certain kinds of processing of your personal data, including direct
marketing;
to the portability of your personal data and to complain to the Data
Protection
Commissioner’s Office about the processing of your personal data.
As
a data subject, you are not obliged to share your personal data with
the Club. However, if you choose not to share your personal data with
us, there
would be little point in joining the club as we would probably be unable
to register
or administer your membership.