Privacy Statement

At Eastleigh Rotary we are committed to protecting and respecting your privacy.

This Policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy.

Any questions regarding this Policy and our privacy practices should be sent by email to Secretary@eastleighrotary.org.uk or by writing to Eastleigh Rotary Club c/o The Concorde, The Old Schoolhouse, Stoneham Lane, Eastleigh, Hampshire, SO50 9HQ.

Who are we?

We are Eastleigh Rotary which is part of Rotary International in Great Britain and Ireland (RIBI). This association, RIBI, has over 1,800 clubs consisting of more than 50,000 members from all walks of life. We are based in District 1110 which covers most of Hampshire, the Isle of Wight, the Channel Islands, and parts of Dorset and Wiltshire.

Our club is based in the local community where members meet on a regular basis to enjoy friendship, networking and to plan projects that will benefit the lives of others. The Club utilise the skills, expertise and dedication of their members to help improve the lives of people in communities both at home and abroad.

How do we collect information from you?

We obtain information about you when you give it to us:

Directly.  When you join the club as a Member, Associate Member, become an Honorary Member, become a Friend of Rotary, when you agree to volunteer, make a donation, attend one of our events eg Dragon Boats, Youth Competitions and concerts, register to receive our Newsletter and specific requests for financial donations and resources, make enquiries from our website or Facebook Page and communicate with us either by phone, in writing, including email or in person

Indirectly.  From other Rotary clubs that you have been a member of, Rotary International in Great Britain and Ireland (RIBI),the HMRC

From Social Media. Depending on your settings or the privacy notices for social media and messaging services like Facebook, WhatsApp, LinkedIn or Twitter, you might give us permission to access information from those accounts or services.

Information in the public domain. This may include information found in places such websites (club, district, action groups etc), Companies House and information that has been published in articles/newspapers.

What type of information is collected from you?

The personal information we collect might include your:

  • name
  • address
  • telephone numbers
  • email address
  • name of the Company you work for and your position
  • photographic and video images
  • your occupation/profession
  • offices that you have held in the Club
  • past membership of other Rotary clubs

We may also hold information such as your date of birth, your partner’s name (for which we will ask permission), specific skills and training that you have received

We will only ever collect 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.

How is your information used?

Members and Prospective Members

We will use your personal data for the legitimate interest of conducting core club activities.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid).

We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Sharing within the wider Rotary organisation

The wider Rotary organisation is made up of Rotary International (RI), The Rotary Foundation (TRF), Rotary International in Great Britain and Ireland (RIBI), the Rotary Foundation United Kingdom (RFUK) and the RIBI Donations Trust.

When you give information to us it will be shared within the wider Rotary organisation, including District 1110, to facilitate your membership and donations as well as to provide the services and benefits afforded to you as part of your membership to Rotary.

Rotary clubs and districts within Rotary International in Great Britain and Ireland are data processors for some of your personal information associated with your membership. We will process your data in accordance with the RIBI privacy notice.  We may also collect personal data for our individual club and district activities and are therefore also an independent data controller. This means we are also legally responsible for protecting your data under GDPR legislation whilst in our safekeeping

We will ensure that data processing agreements, compliant to GDPR, are in place before sharing your data within the wider organisation. In some cases, they will be acting as a data controller of your information and therefore we advise you to read their Privacy Policy.  The RIBI Privacy Notice can be found at https://www.rotarygbi.org/privacy-policy/

Use of Information by Eastleigh Rotary

Your information may be used to:

  • Administer your membership and subscription
  • Processing donations including Gift Aid
  • Communicating organisational messages and information to other members of the Club and District
  • Facilitating club meetings and other events
  • Preparation of Members’ Handbook (which will be available to all members unless requested otherwise)
  • Appointments to committees, club and district offices, task forces and other assignments within the Rotary organisation
  • Keep a record of your relationship with us
  • Provide you with the services, products or information you asked us for
  • Understand how Rotary can improve its services, products or information
  • Supporting The Rotary Foundation (TRF) and the Rotary Foundation of the United Kingdom (RFUK)
  • In any other way we may describe when you provide the information
  • For any other purposes with your consent

Volunteers, Friends of Eastleigh Rotary and Commercial Companies who support Eastleigh Rotary

We may use your information to:

send you communications which you have requested and that may be of interest to you. These may include information about Club events, volunteering opportunities, membership details, campaigns, appeals, other fundraising activities,

Sensitive information

We do not collect any personal information on members classified as ‘sensitive’ under GDPR.

Who has access to your information?

We will not sell or rent your information to third parties.

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, by a court order or for the purposes of prevention of fraud or other crime other agencies, for example HMRC, regulatory bodies or our legal advisors.

We will not share your information with third parties for marketing purposes.

Your choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive communications from us about our events or requests for volunteers to help in the work we do in the local, national and international communities, then you can select unsubscribe at the bottom of our emails.

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your preferences at any time by contacting us by email:

How you can access and update your information

The accuracy of your information is important to us., if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: secretary@eastleighrotary.org.uk, or write to us at: Eastleigh Rotary Club c/o The Concorde, The Old Schoolhouse, Stoneham Lane, Eastleigh, Hampshire, SO50 9HQ.

You have the right to ask for a copy of the information Eastleigh Rotary hold about you.

You have a right in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed

Security precautions in place to protect the loss, misuse or alteration of your information

We do not collect personal data in from our website – if you complete a contact form, for example, your email address is not stored in a database for re-use, nor is any information passed to third parties .

When you give us personal information, we take steps to ensure that it’s treated securely.

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.

Use of ‘cookies’

Like many other websites, the Eastleigh Rotary Club website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual.

It is possible to switch off cookies by setting your browser preferences. Turning cookies of may result in a loss of functionality when using our website.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

16 or Under

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.

Transferring your information outside of Europe

As part of the services offered to you, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen when your information is stored by Rotary International, based in the USA or in any servers that are located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.

If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.

Review of this Policy

We keep this Policy under regular review. This Policy was last reviewed 20th May 2018

 

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