Lytham And District Wildfowlers Association (the “Association”)
Members Privacy Notice
The Association (“we”, “our”, “us”) take your privacy very seriously.
This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We will take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.
What personal data we hold on you
Personal data means any information about an individual from which that individual can be identified.
We collect, use, store and transfer some personal data of our Members.
You provide information about yourself when you join the Association, and by completing and delivering forms online, or by corresponding with us by phone, e-mail or otherwise.
The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, and the contact details of a third party in the case of emergency. We may also ask for details of shotgun certificates, BASC membership, and relevant health information. This last is classed as special category personal data, for the purposes of your health, wellbeing, welfare and safeguarding. Where we hold this data it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian.
Where we need to collect personal data to fulfil Association responsibilities and you do not provide that data, we may not be able to honour or administer your application for membership or the benefits attendant upon membership.
Why we need your personal data
We will only use personal data for any purpose for which it has been specifically provided, which will include the management of the Association by it’s elected officers in accordance with our constitution and rules. .
The reason we need members’ personal data is to be able to run the Association and arrange participation of members, and to provide membership services. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the rights and services which membership entitles you to hold and receive.
Set out below, in a table format, is a description of the main ways in which we will use your personal data, and of the legal bases we rely on to do so. The list is non-exhaustive and there may be other incidental purposes for which it may be necessary for us to use it. Where relevant, the list contains details of the particular interests of the Association for the furtherance of which personal data may be used.
| Purpose/ Processing [GS1] Activity | Lawful Basis [GS2] for processing under Article 6 of the GDPR/ Interest of the Association permitting same. |
| processing membership applications and payments/ subs | Performance of a contract |
| organising clay shooting and other events | Performance of a contract |
| sending out meeting information, details of resolutions to be proposed at meetings, and updates on the Association’s constitution and rules | Performance of a contract |
| Sending out information concerning disciplinary proceedings against members | Performance of a contract |
| sharing data with BASC, Natural England, the Environment Agency, the Rural Payments Agency, and other bodies or organisations with whom the Association has affiliations or contractual or regulatory relationships | Performance of a contract |
| sharing data with officers and committee members to provide information about administration of the Association’s activities and affairs, membership renewals and social events | The Association has a legitimate interest to maintain member correspondence for Association community purposes. |
| sharing data with third party service or facility providers | The Association has a legitimate interest to run it’s business and affairs efficiently and as it sees fit. Provision of some third party services is for the benefit of the Association and its members. |
| sharing anonymised data with a funding partner as a condition of grant funding or for compliance with regulatory requirements e.g. RPA and NE | The Association has a legitimate interest to run it’s business and affairs efficiently and as it sees fit. Application for funding is a purpose that benefits the Association and its members. |
| publishing bag return and similar information | Consent. We will only publish your personal data in a public domain, if you have given your express specific consent for us to do so. In the case of children under the age of 13 then only with written consent of parent/guardian |
| sending out internal or third party marketing or similar information | Consent. We will not send you direct marketing unless you have previously provided your express specific consent. |
| To ensure we understand possible legal and health risks | Consent. We will only process details on your status as a shotgun certificate holder, or in relation to any legal proceedings affecting that status, or in relation to your medical history with your consent. |
Who we share your personal data with
When you become a member of the Association, your information will be passed on to BASC and will be entered by them onto their database.
We may also share your personal data with other selected third parties, suppliers and sub-contractors. Third-party service providers will be prohibited from processing your personal data except for specified purposes and in accordance with our instructions.
We may disclose your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our members or others.
It is unlikely that the Association’s data processing may require your personal data to be transferred outside of the UK. Where the Association does transfer your personal data overseas it will be with sufficient appropriate safeguards in place to ensure the security of that personal data.
Protection of your personal data
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
How long we hold your personal data
We keep personal data on our members while they continue to be a member or are otherwise actively involved with the Association. We will delete this data not later than one year [CP3] after a member has left or otherwise ended their membership, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal or regulatory purposes. The personal data that is stored on the BASC’s database is subject to their privacy policy so we advise you to review that policy available on their website. If you would like your personal data to be deleted from it, then please contact them.
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 UK’s data protection supervisory authority, the Information 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 Association. If you choose not to share your personal data with us we may not be able to register or administer your membership.
We may update this Privacy Notice from time to time, and will inform you to any changes in how we handle your personal data.
If you have any questions about this Privacy Notice then please contact the Association’s IT Officer.
A copy of our GDPR Policy can be downloaded here.