1. About this Policy
1.1 This policy explains when and why we collect personal information about its Members; namely Participants, Committee members, Race officers and Volunteers, how we use it and how we keep it secure and your rights in relation to it.
1.4 We will always comply with the Data Protection (Jersey) Law 2018) when dealing with your personal data. Further details on data protection can be found at the website for the Information Commissioner (https://oicjersey.org). For the purposes of the Law, we will be the “controller” of all personal data we hold about you.
2. Who are we?
2.1 We are Jersey Regatta, an event organised by the combined yachts clubs of Jersey; namely, St Helier Yacht Club, Royal Channel Islands Yacht Club and St Catherine’s Sailing Club. We can be contacted c/o St Helier Yacht Club, South Pier, St Helier, Jersey, JE2 3NB, firstname.lastname@example.org or tel: 01534 732229.
3. What information we collect and why.
|Type of information||Purposes||Legal basis of processing|
|Participant’s name, address, telephone numbers, e-mail address(es)||Managing the Participant’s involvement with the Regatta. Participants have access to their own personal data held through the Webcollect system.||Performing the Regatta’s contract with the Participant.|
|Committee members’, Race officers’ and volunteers’ name, telephone numbers, e-mail address(es)||Regatta organisation and administration, and managing the duty roster.||For the purposes of our legitimate interests in operating the Regatta|
|Emergency contact details||Contacting next of kin in the event of emergency||Protecting the Participant’s vital interests and those of their dependants|
|Date of birth / age related information||Managing entry categories which are age related||Performing the Regatta’s contract with the Participant.|
|Declaration of significant medical history from participants under the age of 18. This information will not normally be held for adult participants unless a participant wishes this to be held||Safe management of incidents of a medical nature during the Regatta. To be used to contact emergency services in the event of an emergency. Health information is classed as a special category sensitive data within data protection regulations. Access to this information is only open to those with a legitimate purpose to do so.||Consent. Protecting the Participant’s vital interests. This information is held securely, shared only with the relevant Race officer, patrol boat crew and beach master; and in the event of an emergency, with health professionals. Paper records are securely shredded and the electronic records deleted at completion of the Regatta.|
|Participant’s name, boat name and sail number||Managing race entries and race results||For the purposes of our legitimate interests in holding races for the benefit of participants in the Regatta|
|Publication of entry lists on the Jersey Regatta website.||For the purposes of our legitimate interests in promoting the Regatta.|
|Sharing race results with other clubs, class associations, and the RYA, and providing race results to local and national media.||For the purposes of our legitimate interests in promoting the Regatta.|
|Allocating berthing spaces.||For the purposes of our legitimate interests in operating the Regatta.|
|Photos and videos of Participants and their boats||Putting on the Regatta’s website and social media pages and using in press releases.||Consent. We will seek the Participant’s consent on their membership entry form and the Participant may withdraw their consent at any time by contacting us by e-mail or letter.|
4. How we protect your personal data
4.1 We will not transfer your personal data outside the EU without your consent.
4.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
4.3 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
4.4 For any payments which we take from you online we will use a recognised online secure payment system.
4.5 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
5. Who else has access to the information you provide us?
5.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in the table above or in paragraphs 5.2 and 5.3 below.
5.2 The Regatta has the following social media accounts: Facebook, Twitter, WhatsApp. All members are free to join and leave these pages or services. If you join one of the Social Media pages, please note that the providers of the social media platforms have their own privacy policies, and that the Regatta does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.
5.3 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf. This includes “WebCollect” as membership database and “Halsail” for race results. Access to the information held within this system is restricted to officers and administrators of the Regatta who have legitimate cause to do so for the purposes of Regatta operations and their specific role.
6. How long do we keep your information?
6.1 We will hold your personal data on our systems for as long as you are a member of the Regatta and for as long afterwards as it is in the Regatta’s legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.
6.2 We securely destroy all financial information once we have used it and no longer need it
7. Your rights
7.1 You have rights under the GDPR:
(a) to access your personal data
(b) to be provided with information about how your personal data is processed
(c) to have your personal data corrected
(d) to have your personal data erased in certain circumstances
(e) to object to or restrict how your personal data is processed
(f) to have your personal data transferred to yourself or to another business in certain circumstances.
7.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner:
+44 (0)1534 716530
The Office of the Information Commissioner
Jersey JE2 3RG
For more details, please address any questions, comments and requests regarding our data processing practices to email@example.com.
Published February 2021