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Charlestown Rowing Club – Privacy Policy

Charlestown Rowing Club (“we”, “our”, “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect personal data for our website, membership, events, and charitable activities.

1. Information We Collect

We may collect and process the following information:

1.1 Personal Information

  • Name, email address, postal address, and phone number

  • Date of birth (if relevant for events or memberships)

  • Emergency contact information (for events)

1.2 Payment Information

  • Card details and billing information (processed via third-party payment providers; we do not store card numbers)

  • Donation records, including Gift Aid declarations

1.3 Website Information

  • IP address, browser type, device type

  • Pages visited, time spent on pages

  • Cookies and usage data (see Section 6)

1.4 Membership & Event Participation

  • Membership status and history

  • Event registrations and associated information (e.g., swimming ability, child/guardian details)

 

2. How We Use Your Information

We use your data for purposes including:

  • Providing and managing memberships and event participation

  • Processing payments and donations, including Gift Aid

  • Communicating news, updates, and event information

  • Ensuring safety during events

  • Complying with legal obligations

  • Improving our website and services

 

3. Legal Basis for Processing

We process your personal data in accordance with UK GDPR under the following bases:

  • Consent: where you have opted-in to communications or Gift Aid

  • Contractual necessity: to provide memberships, event access, or donations

  • Legal obligation: compliance with charity or accounting regulations

  • Legitimate interests: e.g., website maintenance, event safety, fraud prevention

 

4. Who We Share Your Information With

We may share information with:

  • Third-party service providers (e.g., payment processors, email platforms, website hosting)

  • Regulatory or law enforcement authorities if required by law

  • Volunteers or event staff for safety and organisational purposes

We do not sell or trade your personal information.

 

5. How We Protect Your Information

We take appropriate technical and organisational measures to protect your personal data, including:

  • Secure storage and encryption where possible

  • Limited access to authorised personnel

  • Regular review of our data protection practices

 

6. Cookies and Website Tracking

Our website uses cookies to enhance your experience. These include:

  • Essential cookies: required for website functionality

  • Analytics cookies: to understand website usage

  • Functional cookies: for forms or embedded content

You can manage your cookie preferences in your browser settings.

 

7. Data Retention

We keep personal data only as long as necessary for:

  • Membership administration

  • Event participation and safety

  • Legal or financial obligations

Once data is no longer required, it will be securely deleted or anonymised.

 

8. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you

  • Request correction of inaccurate data

  • Request deletion of your personal data (where lawful)

  • Object to processing or request restriction

  • Withdraw consent (for marketing communications)

To exercise your rights, please contact: [Insert contact email, e.g., info@charlestownrowing.club]

 

9. Communications

By providing your email or phone number, you agree to receive communications relevant to:

  • Membership and club activities

  • Event updates

  • Donations and fundraising

You can unsubscribe from non-essential communications at any time.

 

10. Third-Party Links

Our website may include links to third-party websites. We are not responsible for the privacy practices of these sites and recommend reviewing their privacy policies.

 

11. Changes to This Privacy Policy

We may update this policy from time to time. The latest version will always be available on our website: https://charlestownrowing.club/privacy-policy

 

12. Contact Information

If you have questions about this Privacy Policy or how your data is handled, please contact:

Charlestown Rowing Club
Email: [info@charlestownrowing.club]

 

13. Gift Aid

Full gift aid statement:

I want to Gift Aid my donation and any donations I make in the future or have made in the past 4 years to Charlestown Rowing Club. I am a UK taxpayer and understand that if I pay less Income Tax and/or Capital Gains Tax than the amount of Gift Aid claimed on all my donations in that tax year it is my responsibility to pay any difference.

Please notify us if you:
– want to cancel this declaration
– change your name or home address
– no longer pay sufficient tax on your income and/or capital gains

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Charlestown, Cornwall