The Rotary Club of Barnet is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.
The Rotary Club of Barnet may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 30th April 2018.
We collect information in the following ways:
When you give it to us directly
There are many ways you may give us your information. For example, when you join as a member, volunteer, make a donation, communicate with us either by phone, in writing, including email or in person. We are responsible for your data at all times.
When you give it to us indirectly
Your information may be shared with us by independent organisations, for example sites like Just Giving or other such services. These independent third parties will only share your information when you have consented. You should check their Privacy Notice when you provide your information to understand fully how they will process your data.
Via Social Media
Depending on your settings or the privacy notices for social media and messaging services like Facebook, Instagram, LinkedIn or Twitter, you might give us permission to access information from those accounts or services.
Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.
In addition, the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.
The type and quantity of information we collect and how we use it depends on why you are providing it. You should be able to control what cookies are placed on your device through your browser settings. Go to aboutcookies.org to find out more about cookies, including how to see what cookies have been set and how to manage and delete them.
We use Google Analytics to analyse the use of our websites by generating statistical and other information.
Details captured during your visit to our websites will include, but are not limited to, traffic data, location data, weblogs and other communication data and the resources you access. However, all data collected is anonymous and will not identify you as an individual.
Google, not the Association, stores this activity information. You can view Google’s privacy notice at policies.google.com/privacy.
To opt out of being tracked by Google Analytics across all websites please visit tools.google.com/dlpage/gaoptout.
What personal information we collect and how we use it
We will only ever capture the minimum amount of information that we need to 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:
- Your name
- Your contact details
- Your date of birth
- Details of the enquiry, service or project
Where it is appropriate, we may also ask for additional information.
How we will use your data
We will use your personal data for the legitimate interest of conducting core business activities, these will include:
- Administer your membership or donation, including processing Gift Aid
- Provide you with the services or information you asked for
- Communicating Club messages and information to Club members or volunteers
- Facilitate meetings, Club service projects and other special event planning
- To present our website and its contents to you and to allow you to participate in interactive features on our website
- Keep a record of your relationship with us
- Understand how we can improve our meetings, service projects or information
- In any other way we may describe when you provide the information
- For any other purposes with your consent
1. Our service/host providers
In the course of our legitimate business activities, there may be a need for us to share, or give access to, your personal data to third parties that provide us with services or host our applications/software that you may access, for instance:
- Banking organisations – those that provide our banking/payment services
- HMRC – for Gift Aid, tax and employment details
- MailChimp – our communication mailing software service provider
- Rotary in London (District 1130)
- Rotary International in Great Britain and Ireland
- Other Rotary Clubs
- Three Internet – our website hosting, development and support provider
2. Sharing within our Rotary organisation
The Rotary organisation is made up of Rotary International, Rotary International in Great Britain and Ireland and Rotary in London.
When you give information to us it may be shared within the wider organisation to facilitate your membership or donations and to provide the service afforded to you as part of that membership/donation. We will ensure that data processing agreements, compliant to GDPR, are in place before sharing your data within the wider organisation.
3. Sharing with third parties
We will never commercially sell your personal data to anyone else.
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, we may need to disclose your details if required to the police, other agencies, for example HMRC, regulatory bodies or our legal advisors.
How we keep your information safe and who has access to it
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 only accessible by Rotary members and our service/host providers.
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.
Where we store your information
Your personal information will be hosted securely within the UK or the EU by Rotary International in Great Britain & Ireland.
How long we retain your information and how we keep it up to date
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 Club 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.
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.
- 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. Members and donors have access to their personal data via self-service systems such as the RIBI Data Management System (DMS) or My Rotary via the RI website.
You can also 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 RIBI General Secretary, contact details shown below, enclosing two proofs of identification.
Applicants should be aware that where requests are manifestly unfounded or excessive, in particular because they are repetitive, RIBI can:
- charge a reasonable fee taking into account the administrative costs of providing the information;
- refuse to respond.
- charge a reasonable fee taking into account the administrative costs of providing the information;
- 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.
Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below
Changes to this privacy notice
We may change this privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website www.rotarygbi.org or by notifying you directly.
Our contact details
Rotary Club of Barnet
Old Fold Manor Golf Club,
Old Fold Lane,
Barnet EN5 4QN.
If you are unhappy with how we have processed your personal information, please firstly contact the Club Secretary, details above. If you are still unhappy you may contact the following:
Information Commissioner’s Office
Cheshire, SK9 5AF