23/05/2023 version 2.0

This notice is for members, ex-members and people applying to become members of Regents Canoe Club (RCC). It tells you about why we collect personal information, the information we collect, who has access to it and why. We also tell you about your rights.

What information do we collect?

All information is collected in the interests of our members and to ensure the club can safely offer activities to members. We collect the minimal amount of information required to operate these activities in a safe and responsible manner.

No records are kept of medical issues. While members are encouraged to tell river leaders about any pre-existing medical conditions for safety reasons, this is handled on an activity by activity basis.

PurposeInformation Types
Managing Club MembershipName, email address, gender & postal address are all captured to ensure we keep accurate records of all participating members.

Date of birth and phone number are sometimes also collected although this information is optionally provided by members.
Running Club ActivitiesEmergency contact details, phone number, kayaking qualifications are required for safe operation of club activities.
Communicating with club members (and prospective members)Email address & name are used to communicate regular club news to members and those interested in becoming members.
Records of attendanceRecords of attendance at any club trips, pool & canal sessions may include your name.
Incident reportingTo ensure safe operations incident reports may include the name and contact details of any injured persons and witnesses.
Processing PaymentsTo ensure all members are fully signed up we keep records of payment information in our secure accounting system.

Who has access to the information?

Access to all personal information is restricted to RCC committee members, ex committee members during transition and occasionally to members delegated to a task by the committee.

No personal information is shared publicly, on the website or in any of the club’s regular communication channels.

Club trips are not directly organised by the club. This information is not under club control and is not part of the personal information processed by the club. The committee does not provide any personal details to the trip organiser (unless in case of emergency). If a member wants to participate in a trip they will be expected to share an email address and mobile contact details, with the trip organiser and other people on the trip to support logistics. Trip organisers are given guidelines on how best to manage your personal details.

Where do we hold this information?

We use several IT online services for club administration:

SystemInformation Types
WebCollect (membership system)All membership data, club members are free to update their own information by signing into https://webcollect.org.uk/.
Dropbox (document storage)All private documents including incident reports, club trip reports and other RCC committee information.
EventbriteNew Members Evenings attendee information, once new members are fully paid up this information will be transferred to WebCollect.
RegentsCanoeClub.co.uk (website)The Introduction to White Water Kayaking course attendees’ signup information, once new members are fully paid up this information will be transferred to WebCollect.
MailchimpMembers email addresses and contact names for sending out our regular ‘Notes from the Canalside’ communications.
Xero (accounting system)Billing and payment information for tracking income and expenditure.

Who do we share the information with?

We will not share your personal information with third parties unless required to do so by law or for your safety and wellbeing.

We are required to share incident reports with British Canoeing and their insurers. The incident report will include the name and contact details of the inured parties and any witnesses indicated.

How long do we retain your personal information?

This depends on the type of information. We have retention guidance for all the personal information that we keep. Every year we review our information against those guidelines and dispose of old information as appropriate. As a rule of thumb, the information that we collect for the administration of the club is kept for 4 years after a member leaves. Information about club activities and club history, which contains less personal information, can be kept for much longer.

Your rights

There is not an option to permit membership of the club without providing your personal information because it is required for the running of the club.

You have the following rights in relation to your personal information:

  • the right to be informed about how your personal information is being used
  • the right to access the personal information we hold about you
  • the right to request the correction of inaccurate personal information we hold about you
  • the right to request the erasure of your personal information in certain limited circumstances if there is no longer a justification for it to be processed

To exercise any of the above rights, or if you have any questions relating to your rights, please contact [email protected]

Your responsibilities

Members can access their membership profile information on Webcollect. It is important this information is kept up to date and accurate. It is members’ responsibility to make the appropriate changes to their membership profile or to email the membership secretary with any changes by contacting [email protected]

It is important that members tell river leaders about any medical conditions that may affect their paddling performance or safety before getting onto the water during a club activity.

Updates to privacy notice

This privacy notice may be updated from time to time. In the event of any changes the updated date will appear at the top of the document and you will be notified through the RCC website and Notes from Canalside.