The Conway Club Cruising Association – Privacy Policy

Following the pay off of HMS Conway 1859 to 1974, Old Conway’s formed the Conway Club Cruising Association (CCCA) to enable them to wear the Conway Ensign. Full membership is restricted to former Conway Cadets who are members of the Conway Club. Members are not required to own a boat. A function of the CCCA is to keep members advised of events and with consent, the location of other members.

The reason for this policy
Flag Officers of the CCCA hold personal information about its members and are required to comply with the General Data Protection Regulations (GDPR). This policy explains the type of information held, how it is used, kept secure and your rights in relation to it.

Flag Officers will always comply with the GDPR when dealing with your personal data. Further details on the GDPR can be found on the website for the Information Commissioner (Ico-Org-Uk).

This policy will be reviewed from time to time and may be changed without prior notice.

The Data Protection Officer responsible for ensuring your data is properly managed and kept safe is:
Simon Ludgate, Hon. Secretary Email-HonSec
Telephone: 01258 840079

The CCCA will collect and hold information about you which may include:
Your:

    • Full name, title, rank, awards and honours as appropriate
    • Conway dates
    • Telephone contact numbers
    • Home address
    • Email address
    • Emergency contact details if applicable 

and

    • The name of your boat if applicable
    • The home port of your boat if applicable
    • Information regarding your payments to the CCCA

How we use your personal information
Your personal information will be used by the Flag Officers of the CCCA for the following purposes:

  • managing your membership of the CCCA;
  • to contact you regarding your membership, news and events you may be interested in attending;
  • processing membership address data to establish local concentrations of members that might be useful in arranging events;
  • to share your contact details with those held by The Conway Club;
  • compiling anonymised survey data for the RYA;
  • communicating with third parties in relation to the management of ensign permits;
  • compiling anonymised survey data for relevant interested third parties such as the Old Worcester’s Yacht Club (OWYC) and Old Pangbournian Yacht Club (OPYC);
  • compiling and distributing lists of event attendees with boat names if applicable, to other attendees of the event and as may be necessary, to the officers of other clubs organising the event;
  • sharing your personal information with third parties that undertake services for the CCCA such as providing mailing lists to publishers; 
  • sharing your personal information with third parties that undertake services for an associate club such as the OWYC and OPYC where you use these services and
  • contacting your next of kin in the event of an emergency.

Third party service providers will only be provided with personal data that is necessary for the third party to deliver the service. Service providers will be required to keep your information secure and to only use it for the contracted purpose.

Your personal data will not be shared with any other third parties without your prior consent. Requests for the contact details of a member, received from another member, will not be passed on without that member’s specific consent.

We will notify you as soon as we are aware that there has or may have been a breach of your personal data security. 

When do we collect your personal information?
You personal information is provided by you when you apply to join the CCCA. From time to time we may ask that you confirm your personal information is correct or ask for missing data such as an email address.

Where is your personal information stored?
Your information is held securely on personal computers at the home addresses of the following officers:
Commodore
Vice Commodore / Hon. Secretary
Rear Commodore / Treasurer

Transfer of your information outside the European Union (EU) / European Economic Area (EEA):
We are not aware of any reason where it may be necessary to transfer your personal information outside the EU/EEA or to an international organisation. Should a request for such information be sent to us by a law enforcement agency we would only ever do so at the insistence of the UK’s National Crime Agency.  Otherwise, we will not transfer your personal data outside the European Economic Area (EEA) without your consent.

GDPR basis for holding this information on you
To perform the CCCA’s contract with you as a Member and for the purpose of our legitimate interest in operating the Association.
As may be appropriate, to protect the Member’s vital interests and those of their dependants

How long do we keep your information?
Your personal information will only be kept as long as you are a member of the CCCA and as long afterwards as is necessary to comply with our legal obligations. 

When your personal data is no longer required it will be destroyed. Where your personal data cannot deleted for legal, regulatory or technical reasons the CCCA will ensure the security and confidentiality of the data is protected and only use it for the specified purpose for which it is kept.

Your Rights
You have the following rights in relation to the personal information we hold about you:

  • to access your personal information;
  • to be provided with information about how your personal information is processed;
  • to have your personal information corrected;
  • to have your personal information erased;
  • to object to or restrict how your personal information is processed;
  • to have your personal information transferred to another organisation or to you, in certain circumstances.

Please be aware that erasing your personal information may prevent us from continuing to provide services to you.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact the Hon. Secretary if you wish to make a request.

You have the right to take any complaints about how we process your personal information to the Information Commissioner.

Please note that personal information shared over the internet is not 100% secure.