PRIVACY POLICY

Preliminary Points:

The Rotary Club of Bournemouth North and The Bournemouth North Rotary Benevolent Fund CIO are together or individually referred to as “We”, “Our” or “us”.

Rotary International (RI), The Rotary Foundation, Rotary International in Great Britain and Ireland (RIBI), and its clubs and districts are referred to as “the Rotary Organisation”.

“Members” includes members, Honorary Members, Associate Members, and any other category of membership created by us from time to time.

We promise to respect the confidentiality of any personal data you share with us, or that we have access to through the Rotary Organisation, to keep it safe, and we will always take every effort to protect your privacy.

Developing a better understanding of our members and donors is crucial, and your personal data allows us to manage your membership and provide the services you are entitled to.

It is expected that club and district officers may also process member’s personal data on behalf of the Rotary Organisation, and they too will also be bound by this privacy notice.

The personal information we collect:

We will only ever capture the minimum amount of information that we need in relation to your membership, donation, or services we provide to you, and we promise to keep your information secure. The personal data we will usually collect is:

For Members: -

Your name
Your spouse/partner’s name (if applicable)
Your contact details (email and address details)
Business name
Business contact details (email and address details)
Your date of birth

For Members Partners: -

Your name
Your spouse/partner’s name
Your contact details (email and address details)

For Business Partners or our supporters: -

Business name
Business contact details (email and address details)
Nature of business
Details of the enquiry

Where it is appropriate, we may also ask for additional information.

You are under no legal obligation to give us personal data if you do not wish to do so.

We do not collect:

We do not collect any personal information on members classified as ‘sensitive’ under GDPR.
We do not collect information from under 18’s. Interact and Rotakids clubs are managed through the identified Rotarian member contact.

The RIBI District Youth Exchange Association operates as a separate entity to RIBI and RI and is responsible for the organisation of Rotary youth exchange programmes. You can view their privacy notice at: https://www.youthexchange.org.uk/

How we will use your data:

We will use your personal data for the legitimate interest of conducting our core activities, these will include:

Administering your membership or donation(s), including processing Gift Aid.
Providing, and improving, our services, and/or information to you.
Banking services with our bankers.
HMRC – for Gift Aid, tax, and any employment details.
Disclosure and Barring Service checks.
Providing information to the Rotary Organisation.
Understanding how we can improve our services, or information.
To promote the legitimate activities of members and business partners.
Our website development and support provider
In any other way we may describe when you provide the information.

We will only ever share your personal data in other circumstances, not listed above, if we have your explicit and informed consent at the time of collection. However, it may be necessary to disclose your personal data, to the Police, HMRC, The Charity Commission, regulatory bodies, other agencies, or our legal advisors.

We will never commercially sell your personal data to anyone else.

How we keep your information safe:

We ensure that there are appropriate physical and technical controls in place to protect your personal details.

We undertake regular reviews of who has access to information that we hold to ensure that your personal information is retained safely.

We have a duty to report certain types of personal data breaches to the relevant supervisory authority, and where feasible, we will do this within 72 hours of becoming aware of the breach. If a breach is detected and likely to result in a high risk of adversely affecting you, we will inform you without undue delay.

Your personal information will be hosted securely within the UK or the EU by RIBI and in the USA by RI.

You can view RI’s privacy notice at: https://my.rotary.org/en/privacy-policy

How long we retain your personal data:

We will only keep your information for as long as we need it to assist you with your enquiry, process your membership, donation, event registration or other services associated to your Rotary membership. There are statutory timescales on how long we should keep your information, for example, gift aid transactions must be retained indefinitely, financial records must be kept for 7 years, information associated with Health & Safety for three years after an event. We shall delete your information according to these statutory limits, or according to guidance issued by the Information Commissioner.

Individual members are responsible for keeping their own personal data up to date and have access to the RIBI Data Management System (DMS) or My Rotary on the RIBI website for this purpose. In addition, where necessary, we will keep your information accurate and up to date.

Your rights:

The General Data Protection Regulations gives you certain rights and these are listed below for your convenience, further clarification of your rights is available on the Information Commissioners website

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

You have a right to be informed when your personal data is being collected, what is collected and how it will be used or shared.
You have a right of access to your personal data: the right of access allows you to be aware of and verify the lawfulness of the processing of your personal data.
You can request a copy of the information which we hold on you. This information will be provided free of charge unless the request is found to be manifestly unfounded or excessive then a reasonable fee will be charged. The application should be made in writing, by letter or email, and addressed to The Secretary, contact details shown below, enclosing two proofs of identification.
In respect of RI and RIBI you can access your personal data via self-service systems such as the RIBI Data Management System (DMS) or My Rotary via the RI website.
You have a right in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed.
You have a right in certain circumstances to object to the processing of your personal data for such reasons as direct marketing, automated decision making, profiling; although we can confirm we make no decisions on you using an automated process.
You have a right in certain circumstances to data portability.

In certain situations, these rights may not apply, for example if you are a valid member, we will need to communicate with you about your membership and those services afforded to you as part of that membership.

We collect and process your personal data through legitimate interests or because you have provided it to us to enable us to deliver a service to you. We will only process your personal data as you would reasonably expect us to.

Our Data Controller is:

The Secretary,

Bournemouth North Rotary,

5, Denecote Lodge,

6, Westminster Road,

Poole,

BH13 6JL

Email: rsdeas@yahoo.co.uk

Complaints

If you are unhappy with how we have processed your personal information, please firstly contact our Secretary, details above. If you are still unhappy you may contact the following:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire, SK9 5AF

Helpline: 0303 123 1113 (local rate) or ++44 1625 545 745

This document was last reviewed and updated on 22/11/2022