Data Protection Policy

DATA PRIVACY POLICY

  1. About this Policy
    • The Joint Regatta Committee (JRC) takes the security of competitors’ personal data seriously. We are committed to keeping your personal data safe and will comply with the regulations when dealing with it.
    • This policy explains when and why we collect personal information, how we use it, how we keep it secure and your rights in relation to it.
    • We will collect, use and store your personal data, as described in this Data Privacy Policy.
    • We reserve the right to amend this Data Privacy Policy from time to time without prior notice but will advise you of the changes.
    • We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
  2. Who are we?

The JRC is the organising committee for West Highland Yachting Week (WHYW).

For the purposes of the Act the Secretary is the Data Protection Officer.

 3. What information we collect and why

            We collect personal information from you to enable your participation as a competitor in WHYW.

Data Processing

Type of information

Purposes

Legal Basis of Processing

·        Name, address, telephone number(s) and email address. Yacht Name, Class, Handicap, Club

·        Processing entry applications, race results, trophy/prize management and safety management

·        For the purposes of our legitimate interests in managing WHYW

·        Date of birth / age related information

·        Emergency Contact details

·        Optional medical data

·        Ensuring crews have adult representation

·        In case of an incident

·        To assist emergency services if Assistance is called for

 

·        Safety related

·        Personal Competitive Performance data

·        To manage competitive events

·        To promote competitive sport as part of our legitimate interests.

 

Additionally, we may arrange for photographs or videos to be taken for publication on our website or social media and on other marketing materials including advertising media to promote our various activities along with individual competitors personal performance during WHYW.

  1. How we protect your personal data
    • We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
    • The JRC will process and may hold data on various software applications. All personal documents are held securely, i.e. electronic documents and systems are password protected.
    • Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure (see Section 7).
  2. Who else has access to the information you provide us?
    • We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law, or as set out above.
    • We may pass your personal data to third parties who are service providers for example banks to process payments or the Sport’s Governing Body to verify the applicant’s details. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
    • Anonymised data may be shared with third parties for economic assessment for example of the event.

 

  1. How long do we keep your information?

 

  • We will review your personal data every three years to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data. You may unsubscribe from email circulation at any time except during the current event to which you have entered.
  1. Your Responsibility

Your Data

  • When applying for enrolment you will be consenting to the processing of your data as described in this Data Privacy Policy.
  • You are responsible for ensuring that the information held about you is accurate and up-to- date. This can be done by contacting the Secretary.
  • Our website or social media pages may, from time to time, contain links to and from the websites of other networks, advertisers and affiliates. If you follows a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. These policies should be checked before submitting any personal data to these websites.

 

  1. Your rights
    • You have rights under the GDPR:
  • to access your personal data
  • to be provided with information about how your personal data is processed
  • to have your personal data corrected
  • to have your personal data erased in certain circumstances
  • to object to or restrict how your personal data is processed
  • to have your personal data transferred to yourself or to another business in certain circumstances.
    • We will respond to subject access requests (requests for copies of personal data) within one calendar month. We will not charge for dealing with the request.  We will record all correspondence of how and when we respond.
    • You have the right to take any complaints about how we process your personal data to the Information Commissioner:

Website:             https://ico.org.uk/concerns/

Telephone:         0303 123 1113

Address:              Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

For more details, please address any questions, comments and requests regarding our data processing practices to the JRC Secretary.