Welsh Harp Sailing Club

Data Privacy Policy

1.0   About this Policy

1.1   This policy explains when and why we collect personal information about our members and instructors, how we use it and how we keep it secure and your rights in relation to it. 

1.2   We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you. 

1.3   We reserve the right to amend this Data Privacy Policy from time to time without prior notice.  You are advised to check our website http://www.welshharpsailingclub.org or our Club noticeboard regularly for any amendments.  Amendments will not be made retrospectively.

1.4    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 (www.ico.gov.uk).  For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

2.0   Who are we?

2.1    We are Welsh Harp Sailing Club.  We can be contacted at Birchen Grove, London NW9 8SA, info@welshharpsailingclub.org and for data privacy matters dpo@welshharpsailingclub.org.

3.0   What information we collect and why.

Type of information


Legal Basis of Processing

Member's name, address, telephone numbers, e-mail addresses and, optionally, occupation

Managing the Member’s membership of the Club.

Managing the duty roster.

Performing the Club’s contract with the Member.

For the purposes of our legitimate interests in operating the Club.

The names and ages of the Member’s dependants

Managing the Member’s and their dependents’ membership of the Club

Performing the Club’s contract with the Member.

Emergency contact details

Contacting next of kin in the event of emergency

Protecting the Member’s vital interests and those of their dependants

Date of birth/age related information


Managing membership categories which are age related

Performing the Club’s contract with the Member.

Gender & Ethnicity (voluntary)                           

Provision of adequate facilities for members.

Reporting information to the RYA.

For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender.

For the purposes of the legitimate interests of the RYA to maintain diversity data required by Sports Councils.

Disability and medical condition of members and course members

Provision of adequate facilities for members.

Reporting information to the RYA.

For the purposes of our legitimate interests in providing sufficient and suitable facilities and ensuring safety. To inform appropriate action in the case of an emergency' For the purposes of the legitimate interests of the RYA to maintain disabled participation data required by Sports Councils.  Such data is stored securely separately from member information.

The Member’s name, boat name and sail number

Managing race entries and race results.


Sharing race results with other clubs, class associations, and the RYA, and providing race results to local and national media.

Allocating moorings and compound spaces.

For the purposes of our legitimate interests in holding races for the benefit of members of the Club.


For the purposes of our legitimate interests in promoting the Club.

For the purposes of our legitimate interests in operating the Club

Photos and videos of members and their boats

Putting on the Club’s website and social media pages and using in press releases.

Consent.  We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting us by e-mail or letter.

The Member’s name and e-mail address, telephone numbers and sailing qualifications

Creating and managing the Club's partial online Membership Directory in Dutyman

Consent.  We will seek the Member’s consent on their membership application form and each membership renewal form. The Member may choose what information is displayed in Dutyman

Interested parties names, email addresses and 'phone numbers, held by consent

Following up enquiries about membership and other involvement with the Club

For the purpose of our legitimate  interest in developing membership and other relationships

Instructor’s name, address, email addresses, phone numbers and relevant qualifications and/or experience.

Managing instruction at the club.

For the purposes of our legitimate interests in ensuring that we can contact those offering instruction and provide details of instructors to members.

Name, e-mail address and telephone number of each Club Officer and Committee Member

Information published on Club’s website, in Club’s newsletter and other publications, in the Club’s marketing materials and made available to the RYA, in each case as a point of contact at the Club

For the purposes of our legitimate interests in operating and promoting the Club.   Club and not personal email addresses will be used

Employees and representatives of suppliers to the Club

Entering into and managing arrangements with suppliers

For the purposes of our legitimate interests in entering into and performing contracts with suppliers


4.0  How we protect your personal data

4.1   We will not transfer your personal data outside the EU without your consent.

4.2   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.   This includes using compliant, recognised UK service providers for our main member databases, WebCollect and Dutyman.  Club Members authorised to process member data are required to comply with this policy.

4.3   Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure. 

4.4   For any payments which we take from you online we will use a recognised online secure payment system.

4.5   We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

5.0   Who else has access to the information you provide us?

5.1    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 in the table above or paragraph 5.2 below.

5.2    We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings).  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.   It is possible that third parties may themselves engage others (subprocessors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.

6.0   How long do we keep your information?

6.1   We will hold your personal data on our systems for as long as you are a member of the Club or wish to be informed about the club and for as long afterwards as is necessary to comply with our legal obligations.  We will review your personal data every year 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 except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.

6.2    We securely destroy all financial information we may hold concerning members once we have used it and no longer need it.

7.0   Your rights

7.1    You have rights under the GDPR:

(a)     to access your personal data

(b)     to be provided with information about how your personal data is processed

(c)     to have your personal data corrected

(d)     to have your personal data erased in certain circumstances

(e)     to object to or restrict how your personal data is processed

(f)      to have your personal data transferred to yourself or to another business in certain circumstances.

7.2     You have the right to take any complaints about how we process your personal data to the Information Commissioner:


0303 123 1113.

Information Commissioner's Office
Wycliffe House
Water Lane
Cheshire SK9 5AF 

7.3      For more information regarding our data processing practices and to access your personal data please contact our Data Protection Officer dpo@welsharpsailingclub.org  or in writing to the club at Welsh Harp Sailing Club, Birchen Grove, London NW9 8 SA

Version 1.0   Approved by WelshHarp Sailing Club Officers & Committee on 14 May 2018