Privacy Notice

This privacy notice tells you what to expect when the CSCC collects personal information.

We may change this notice by updating this page. You should check from time to time to ensure that you are happy with any changes. This notice is effective from 15 July 2020.

CSCC is committed to process any personal information it holds only in ways that are fair, transparent and meet its legal obligations, in other words, in accordance with the General Data Protection Regulations and Data Protection Act 2018 (GDPR).

CSCC will take particular care over email addresses which in addition to the GDPR are subject to the Privacy and Electronic Communication Regulations (PECR).

The legislation sets out various data protection principles. These include that personal information is:

• used fairly and lawfully
• used for limited, specifically stated purposes
• used in a way that is adequate, relevant and not excessive
• accurate
• kept for no longer than is absolutely necessary
• kept safe and secure
• not transferred outside the European Economic Area without adequate protection

The legislation conveys various individual rights. These include the following:

• The right to be informed
• The right of access
• The right to rectification
• The right to erase
• The right to restrict processing
• The right to data portability
• The right to object
• Rights in relation to automated decision making and profiling.

The sections towards the end of this Privacy Notice let you know how you can exercise your rights.

You can read more about your rights at ICO Your Data Matters.

The following sections describe the information that CSCC collects and how it is processed. The sections are split according to the type of information.

The legislation requires that there is a clear legal basis for processing personal information. In general CSCC relies on the individual’s consent in order to process their data. Where there are exceptions such as a legal obligation, contractual agreement or CSCC’s legitimate interest, they will be noted below.

Please note that if consent is withdrawn the level of service that we can offer might be severely curtailed.

We collect contact and membership details in order to provide membership services.

That includes, but not limited to, the administration of joining and renewals, distribution of publications, organising event and training courses.

CSCC members are organisations and not private individuals. If you have data protection concerns using an individual’s email address, you should setup and use an email address which is connected to your Club rather than an individual, for example secretary.clubname@gmail.com or secretary@clubname.org.uk. CSCC can advise if you need help.

If an email address is provided we will use it for administrative purposes of membership (e.g. notification of membership renewal, notification of AGM or ballot, etc.). Members will be emailed items of news that we believe will be of interest to be passed on to their members. CSCC relies on legitimate interest as the legal basis for this.

Subscribers to the mailing list will from time to time be emailed items of news that we believe will be of interest. It is possible to unsubscribe at any time.

Out of date personal information is not retained.

When someone visits our website (e.g. cscc.org.uk) we may use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone.

This Privacy Notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Data processors are third parties who provide services for us. They cannot legal do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct. The following is a list of our main data processors. There may be others from time to time.

When sending letters, publications and purchases we will share your postal address with the delivery service (Normally Royal Mail).

When emailing items such as the Newsletter, E-News or ballot papers we may use a third party delivery service such as MailerLite. Only sufficient information to deliver the emails is shared with the provider.

We use a third party service, Memset Ltd to host our website. Memset are contractually obliged to treat any information on our private website as confidential and only use such information for the purpose of providing CSCC with web hosting.

Your personal information will be stored in the EU and in accordance with the GDPR.

The GDPR applies to EU residents. If we share personal information of EU residents with suppliers or 3rd parties outside of the EU we will ensure that they meet the requirements of the GDPR.

We are committed to complying with the data regulations of non-EU residents according to their jurisdiction.

CSCC has implemented technical and organisational security measures to protect your personal data against unauthorized access, loss or misuse.

CSCC tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of CSCC’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

Confidentiality will be preserved during the investigation of a complaint to safeguard the interests of everyone concerned unless disclosure is necessary to progress the complaint.

If you want to make a complaint about the way we have processed your personal information, please contact us in writing to the address provided below.

CSCC tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by asking. This is formally known as a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:

• give you a description of it
• tell you why we are holding it
• tell you who it could be disclosed to
• let you have a copy of the information in an intelligible form

To make a request to the CSCC for any personal information we may hold you need to put the request in writing to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes.

We may make a charge of up to £10 for a request.

Except as described in this Privacy Notice we will not disclose personal data without consent.

We may disclose your information to governmental agencies or entities, regulatory authorities, or other persons in line with any applicable law, regulations, court order or official request.

Email the Secretary (details at CSCC Officers).