Club Cualann Privacy Policy

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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 ( - 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


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.

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