Who We Are

Shotwick Lake Sailing Club is a registered charity (Charity No. 1110888) and a company limited by guarantee (Company No. 05364039), based at Weighbridge Road, Deeside, Flintshire, CH5 2LL.

We are the data controller for the personal information we hold about you. If you have any questions about how we use your data, please contact us at membership@shotwicksailing.org.

What Information We Collect

Depending on your relationship with the club, we may collect and hold the following information:

• Members: name, address, email address, phone number, date of birth, emergency contact details, boat details, membership category, and payment history.
• Junior members: name, date of birth, parent or guardian name and contact details, any relevant medical or health information provided to us for safety purposes.
• Enquiries and contact form submissions: name, email address, and the content of your message.
• Website visitors: we may collect anonymised usage data through the website platform to help us understand how the site is used.

Why We Collect It and Our Lawful Basis

We only collect personal data where we have a clear and lawful reason to do so. The main reasons we use your information are:

• To manage your membership including processing payments, maintaining the club register, and communicating club news, race schedules, and duty rosters. Our lawful basis for this is contract it is necessary to deliver your membership.
• To coordinate club activities including rostering, volunteering, and event organisation. Our lawful basis for this is legitimate interests it is necessary to run the club effectively, and we have considered that this does not override your rights.
• To keep you informed about club activities and news if you are an existing member, we may contact you about club activities under the charitable soft opt-in introduced in February 2026. You can opt out at any time. For non-members or lapsed members, we will only contact you where you have given us explicit consent.
• To meet our legal obligations including safeguarding records for junior members and financial records required for accounting purposes.
• To respond to enquiries where you contact us via the website or by email. Our lawful basis is legitimate interests.

Special Category Data

Who We Share Your Data With

We do not sell or pass your personal data to third parties for marketing purposes. We may share your data in the following limited circumstances:

• Sailing Club Manager our membership management platform, which processes data on our behalf. They act as our data processor and are bound by a data processing agreement.
• Royal Yachting Association (RYA) where membership or course registration requires it.
• Statutory authorities where we are legally required to do so, for example in a safeguarding situation.

How Long We Keep Your Data

We do not keep your personal data for longer than necessary. As a guide:

• Active member records are kept for the duration of your membership.
• Following the end of membership, basic records are retained for up to two years for administrative purposes.
• Payment and financial records are kept for seven years in line with HMRC requirements.
• Safeguarding records for junior members may be kept for longer periods in line with RYA and charity sector guidance.
• Enquiry and contact form data is retained only as long as needed to respond to your query.

Your Rights

Under UK GDPR you have the following rights in relation to your personal data:

• Right to access you can request a copy of the personal data we hold about you (a Subject Access Request). We will respond within one calendar month.
• Right to rectification you can ask us to correct any inaccurate or incomplete data.
• Right to erasure you can ask us to delete your data where there is no longer a lawful reason to hold it.
• Right to restrict processing you can ask us to limit how we use your data in certain circumstances.
• Right to object you can object to us processing your data where we rely on legitimate interests as our lawful basis.
• Right to withdraw consent where we rely on consent, you can withdraw it at any time. This will not affect the lawfulness of any processing carried out before withdrawal.

To exercise any of these rights, please contact us at membership@shotwicksailing.org. We will respond within one calendar month.

Cookies and Website Data

The Shotwick Lake Sailing Club website is powered by Sailing Club Manager. The website may use cookies to support essential functions such as login and session management. By using the website you consent to the use of essential cookies. For more information about how Sailing Club Manager handles data, please refer to their own privacy policy.

Photography, Video, and Images

Shotwick Lake Sailing Club occasionally takes photographs and video footage at club events, racing, training sessions, and social activities. These images may be used on our website, social media channels, newsletters, and other club communications.

Adults: Where identifiable images of adults are taken at club events, we rely on legitimate interests as our lawful basis, as photography is a normal and expected part of club life. If you would prefer not to be photographed or to have your image used in club communications, please let us know and we will respect your wishes.

Children and young people: We take particular care with images of junior members. We will only photograph or film children where we have obtained prior written consent from a parent or guardian. Images of junior members will never be published on public-facing platforms without explicit parental consent. We do not publish the full name of a child alongside their photograph.

Withdrawing consent: If you have previously consented to your image (or your child's image) being used and wish to withdraw that consent, please contact a member of the committee. We will remove the relevant images from future use as soon as reasonably practicable, though we may not be able to retrospectively remove images already published in print.

CCTV: If the club operates CCTV or security cameras on its premises, signage will be displayed in affected areas. CCTV footage is retained only as long as necessary for security purposes and is not shared with third parties except where required by law.

Data Security

We take reasonable steps to protect your personal data from loss, misuse, or unauthorised access. Access to personal data held within our membership system is restricted to authorised club officers only. We require anyone who handles member data on behalf of the club to do so in accordance with this notice and our internal Data Protection Policy.

Changes to This Notice

We may update this privacy notice from time to time. The date at the top of this page will always reflect when it was last updated. We encourage you to review it periodically.

Complaints

If you are unhappy with how we have handled your personal data, you have the right to complain to the Information Commissioner's Office (ICO):

• Website: ico.org.uk/make-a-complaint
• Phone: 0303 123 1113

We would always appreciate the opportunity to resolve any concerns directly before you contact the ICO, so please do get in touch with us first at membership@shotwicksailing.org.