1. Background
This privacy notice lets you know what happens to any
personal data that you give to us, or any that we may collect from or about
you. It applies to all categories of membership, other items sold such as keys to locked fisheries, and any instances where we collect your
personal data.
This privacy notice applies to personal information processed by or on behalf of Bradford City Angling Association (BCAA).
Changes to this privacy notice
We may change this privacy notice from time to time to
reflect changes in the law and/or our privacy practices. We encourage you to
check this privacy notice for changes whenever you visit our website or buy an
item from our Online Shop.
Bradford City Angling Association (BCAA) and who is responsible for data protection
Bradford City Angling Association (BCAA) is an
angling club which owns, rents and manages many coarse and game fisheries on
behalf of, and for, the use of its members. The names and addresses of BCAA’s
officers and general committee members can be seen in the current yearbook and on the website at www.bradfordcityaa.co.uk. We
are both a data controller and a data processor of your personal data.
We don’t have a dedicated data protection officer but the General Secretary is responsible for ensuring that robust data protection arrangements are in place. He can be contacted by:
– telephone on 07759 815202;
– post at 4 Brownhill Close, Birkenshaw, Bradford BD11 2AS; or
– by email at
bradfordcityaa@aol.com
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2. What kinds of
personal information about you does BCAA process?
Personal information that we’ll process in connection with
sales of BCAA membership and items such as map books and keys includes:
a. Personal and contact details, such as title (for example,
Mr or Mrs), first name, last name, telephone number, last year’s membership
number, postal address and email address.
b. Your date of birth.
c. Information we obtained from third parties such as our
agents, including your title (for example, Mr or Mrs), first name, last name,
postal address, date of birth and previous year’s membership number.
d. Information about your health, but only if you are
seeking a disability concession on your membership of BCAA.
e. Information about your angling preferences (for example,
coarse or game angling).
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3. What is the source
of your personal information?
We’ll collect personal information from the following
general sources:
a. From you directly, and any information from other
individuals buying BCAA membership or other items on your behalf.
b. From agents selling BCAA membership on our behalf (for
example, agents selling BCAA night and guest permits, tackle shops, BCAA's Clubmate membership management system and Stripe, our Payment Gateway provider).
c. From business partners (for example, MailChimp
communication services) to whom you provide your email address details.
d. From other sources such as publicly available directories
and information (for example, telephone directories and emails addressed to
us).
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4. What do we use
your personal data for?
BCAA and its agents and business partners use your personal data, including any of the personal
data listed in section 1 above, to:
a. Process orders and payments through our Clubmate membership management system, to
issue membership yearbooks and membership cards, and to send other items you have purchased to you,
for example by Royal Mail.
b. Manage the membership you have of BCAA.
c. Ensuring that you have the proper permission and permits
to fish on waters managed by Colne Waters
Angling Club, where we have a reciprocal agreement for BCAA members to access
their fishing.
d. Update the records we keep of your personal data.
e. Send occasional emails with BCAA news and updates and
related angling matters to you (so long as you have consented that we do so).
We’ll send these to you by email.
f. Manage, account for and audit sales of BCAA membership
and other items (for example, keys for locked fisheries).
g. Monitor and to keep records of any communications we have
with you.
h. Analyse and develop statistics about BCAA membership, to
inform our management of BCAA.
i. Develop and improve the benefits which membership of BCAA
can offer you.
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5. What are the legal
grounds for our processing of your personal information (including when we share
it with others)?
We rely on the following legal bases to use your personal
data:
5.1. Where we need to fulfil our contract with you: When you
buy membership or other items through BCAA's Clubmate membership management system, or from agents for
BCAA, we have a contract with you to provide you with a yearbook or membership card and receipt
and/or to supply you with any other items you have bought (for example, keys for locked fisheries). To do this, BCAA and its agents (for
example, tackle dealers, Clubmate and our payment
gateway Stripe) process the personal data you have given us (for example, your
name, postal address, date of birth, telephone number, email address, credit or
debit card details) to:
a. Issue you with a current BCAA yearbook or membership card, and receipt for
your payment for membership;
b. Take payment for membership and/or other items (for
example keys to locked fisheries) you have bought;
c. Post to you other items you have bought (for example keys to locked fisheries);
d. Contact you, if necessary to clarify or correct your
order details and payment, before we send you the membership and/or other items
you have bought;
e. To update your records of membership and ensure these are
up-to-date and accurate.
5.2. Where it is in our legitimate interests to do so, such
as:
a. To use your personal data (for example, your name, postal
address, date of birth, previous year’s receipt number and email address) and
make sure that BCAA and its agents (for example, tackle shops) issue the
correct category of membership and charges the correct membership subscription,
so that all members are treated equally and according to BCAA rules;
b. To process personal data (for example, your email address)
after Consent has been withdrawn, to ensure that your email address is not used
for further marketing or communication purposes.
c. For bailiffs to check that you have the correct permits
and permission to be fishing on waters managed by BCAA and any other
organisations with which BCAA has agreed reciprocal access for BCAA members.
d. To manage any contracts we have with providers of
fishing, for example Colne Waters Angling Club, with whom we have agreed
reciprocal access for our members.
e. To analyse the personal data and statistics of members in
order to inform BCAA policy and development agenda.
f. To send you an annual reminder that renewal of your
membership is due, so that your membership does not lapse and you do not lose
out by having to pay a joining fee again.
g. For direct marketing to members (subject to your having
given us Consent to do so), as part of BCAA development activities (for
example, to obtain your support for work parties, or to send you news and
updates about BCAA and related angling matters).
h. Subject to the appropriate controls, to provide analysis
of our customer base to business partners to help us improve the benefits we
can offer our members, or to improve the management of BCAA.
5.3. With your prior consent:
a. For occasional marketing and communication purposes (for
example, to send you occasional news and updates about BCAA and related angling
matters).
b. You can withdraw your consent at any time by contacting us per the details provided in Section 1 above.
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6. When do we share
your personal information with other organisations?
We may share information with the following third parties
for the purposes listed above, with:
a. Our Online Shop and Membership Management Software provider, ClubMate.
b. Our Payment Gateway provider, Stripe.
c. Our Mailing Provider, MailChimp.
d. Our Agents, who sell BCAA membership or other items on
our behalf.
e. Colne Waters Angling Club, with whom BCAA has agreed
reciprocal access for BCAA members to fish their waters.
We will not share your personal data with, nor sell or
provide your personal data to, any other third party, unless you have given us
prior and explicit permission to do so.
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7. How and when can I withdraw my consent?
Where we’re relying upon your consent to process personal
data, you can withdraw this at any time by contacting us using the details
provided in Section 1 above.
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8. Is your personal
information transferred outside the UK or the EEA?
We’re based in the UK but we will never transfer your
personal information outside of the UK.
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9. How do we share
your information with our Online Shop and Membership Management Software provider, ClubMate?
When you buy BCAA membership and/or other items (for
example, keys to locked fisheries) via our Membership Management software provider, ClubMate, you provide the personal information we need to process your
purchases. We will access and use that information to:
a. Email you confirmation of your purchase(s);
b. Update the Membership record we have of you;
c. Check that you have bought the correct category of
membership;
d. Check that we issue the correct category of membership to
you;
e. Contact you, but only if we need to clarify some aspect
of your order; and
f. Send you the items that you have bought.
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10. How do we share
your information with our Payment Gateway, Stripe?
When you buy BCAA membership and/or other items (for
example, keys to locked fisheries) via our membership management system,
ClubMate, you provide the personal information we need to process your purchases.
Our membership management system, ClubMate, sends some of that information (for
example your name, postal address, email address, telephone number and debit or
credit card information) to Stripe, which processes your payment for your
purchase(s) and credits it to BCAA’s account.
Our Payment Gateway, Stripe, will use the personal
information you have provided, to perform any necessary checks on the financial
details you have provided, to ensure that your payment is valid.
BCAA will access and use the information held by our Payment
Gateway, Stripe to:
a. Ensure that BCAA receives from Stripe the correct amount
of money you have paid to buy membership and/or any other items; and
b. Ensure that BCAA's accounting and financial information and
records are accurate.
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11. How do we share
your information with our Mailing Provider, MailChimp?
When we want to send our members news and updates about BCAA
and related angling matters, we update and transfer copies of personal email
address information from BCAA membership records to MailChimp.
We use the personal information copied to MailChimp in line
with the arrangements described in section 5 above.
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12. How do we share
your information with our Agents?
When you buy BCAA membership from any of our Agents, you
provide the personal information (for example, your name, your date of birth,
your postal address and your previous year’s receipt number) they need to issue
you with a receipt and a BCAA membership yearbook or membership card. We collect receipts issued by Agents periodically throughout the year.
We will use that information, in conjunction with our
membership records, to:
a. Update our membership records.
b. Check that you have bought and been issued with the
correct category of membership.
c. Contact you, but only if we need to clarify some aspect
of your order.
d. Ensure that BCAA receives from its Agents the correct
amount of money you have paid to buy membership.
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13. How do we share
your information with Colne Waters Angling Club?
When you buy a permit to fish one of Colne Waters Angling
Club’s fisheries, we send their bailiffs confirmation that you have booked a permit. This may detail your name, postal address, email address
and telephone number. We may also tell them when and where you have said you intend
to fish.
At the fishery we ask you to provide (in a log-book kept at
the fishery) other personal information such as your BCAA membership receipt
number, and the number of the order confirmation we e-mailed to you.
Both BCAA and Colne Waters Angling Club use your personal
information to:
a. Enable bailiffs to check that you have the correct
permits and permissions to fish.
b. Reconcile payments against and monitor performance of the
contract for reciprocal access which BCAA has with Colne Waters Angling Club,
and vice versa.
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14. What should you
do if your personal information changes?
You should tell us so that we can update our records using
the details provided in Section 1 above. We will then update the records we
hold of your personal information.
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15. Do you have to
provide your personal information to us?
We’re unable to issue you with a receipt and a Membership
Yearbook or membership card, or to supply other items you might buy, if you do not provide certain
information to us. In cases where providing some personal information is
optional, we’ll make this clear.
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16. Do we do any
monitoring involving processing of your personal information?
We keep copies of any email correspondence you have with us
and may refer to these to help us manage the angling we provide to members and
other legitimate interests which BCAA may have.
We do not record any calls or text messages.
We may make relevant notes of any calls, emails, text
messages and face-to-face meetings we have with you, to:
a. Manage our compliance with the legal bases described in
section 5 above.
b. To protect the security of our communications and
information processing procedures.
c. To inform discussion of BCAA business at Annual General
Meetings, Committee and sub-Committee meetings, and at other times.
d. To inform development and improvement of the benefits
which BCAA provides for its members.
e. To resolve any issues you may have raised with us.
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17. What about other
automated decision making?
We do not use any automated technology to make decisions
about your buying BCAA membership or other BCAA items (for example keys to locked fisheries).
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18. For how long do
we keep your personal information?
Unless we explain otherwise to you, we’ll hold your personal
information:
a. For up to two years, so that we can manage our membership
records, and ensure that the correct category of membership is sold to, and
paid for by, BCAA members.
b. For up to five years, for your email address only.
However, you may ask us to remove your personal information
from our records, subject to what we say in sections 19 and 20 below
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19. What are your
rights under data protection laws?
Here is a list of the rights that all individuals have under
data protection laws. They don’t apply in all circumstances. If you wish to use
any of them, then please let us know, using the contact details provided at
section 1 above. The right of data portability is only relevant from May 2018.
a. The right to be informed about the processing of your
personal information.
b. The right to have your personal information corrected if
it is inaccurate and to have incomplete personal information completed.
c. The right to object to processing of your personal
information.
d. The right to restrict processing of your personal
information.
e. The right to have your personal information erased (the
“right to be forgotten”).
f. The right to request access to your personal information
and to obtain information about how we process it.
g. The right to move, copy or transfer your personal
information (“data portability”).
h. Rights in relation to automated decision making which has
a legal effect or otherwise significantly affects you.
You have the right to complain to the Information Commissioner’s
Office which enforces data protection laws. You can contact the Information
Commissioner’s Office at https://ico.org.uk/. You can contact us using the
details provided in section 1 above.
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20. Your right to object
You have the right to object to certain purposes for processing, in particular to information processed for direct marketing purposes and to information processed for certain reasons based on our legitimate interests (see section 5 above).
You can contact us by using the contact details provided in
section 1 above, to exercise these rights.
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21. How do I change
the Consent I have given (or the Consent I have withheld) for you to send news
and updates about BCAA and related angling matters, to me?
You can stop or start our sending of news and updates about
BCAA and related angling matters to you, at any time. You can do this by
contacting us using the details provided in Section 1 above or by using the
instructions provided in relevant communications, such as the Yearbook issued
to you.
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Contact Us
If you have any questions about this privacy notice, or if
you wish to exercise your rights or contact our data Protection contact, you
can phone or email us, or send us a letter, using the contact details provided
in Section 1 above.