BGRC GENERAL DATA PROTECTION REGULATIONS

As part of the compliance with new GDPR guidelines which came into force on 25 May 2018, we are required by law to ask for your permission to continue to contact you about club related matters. Below we have listed the ways in which we use your data.

PERSONAL INFORMATION

Bridport Gig Rowing Club (BGRC) collects your personal information when you fill out a membership form for either Learn to Row (LTR) and/or when you apply for full club membership.  We also request health and fitness declarations are made by you at the same time.  In the case of youth/junior members, we also ask parents to complete our parental consent information.

From time to time we review our membership documents in accordance with guidelines from British Rowing and the CPGA, and may send requests for up to date information to you.

We collect your information to ensure that we are in an informed position to offer you the best rowing experience from being a member of BGRC.  The safety and wellbeing of our rowers is paramount and we may share your health and fitness information with club coxswains, captains and officers, as is necessary, to ensure that we can offer rowing suitable to all abilities and to meet all aspirations of members.

We also use your contact information keep you informed of future developments and club information such as social events and regattas.  We do not share your information with third parties.

The information you give us means we have your permission to contact you by email, text or phone call.  We also have your permission to call a nominated ICE contact in the event of an emergency involving you (or your child).

BGRC may, from time to time, take photographs of club activities and may film squad and general rows.  This may done for publicity purposes and also to aid coxes, captains and coaches in devising rowing opportunities and training programmes for the ongoing rowing development of our members.

Photos may be used for publicity purposes on our BGRC club website and on social media – such as the BGRC Facebook page (which is a private group within Facebook) – or for publication (electronic or otherwise) of the BGRC in-house newsletter ‘Flags Up’, or for release to the press to represent club rowing activity.  If you do not wish your photograph to be used, or you do not wish to be filmed as part of a general group, you may advise us of this and we will not photograph you, or film you, when you are participating in BGRC club activities.

We accept no responsibility for photos or videos taken by members of the public, or others, which are not used for official club purposes.  However we expect all our members to adhere to the BGRC Code of Conduct and act responsibly and thoughtfully when posting photographs of fellow BGRC club members online.

SECURITY

Your personal information is kept on a secure database within the BGRC website.  Your ICE information and any health declarations & medical information are shared with coxes, coaches and captains as required.

You give us your permission to add your contact information to the BGRC members contact list.  If you do not wish to have your contact information shared with other members, you have the option to request this at the time of joining the club or renewing your annual membership.

BGRC does not share your information with any third parties; however we are required by the Cornish Pilot Gig Association (CPGA) to send them relevant information as they request it with regard to our membership categories.  We send your name, dob, gender and your membership category (squad, general, junior, or social member) to CPGA every quarter to ensure that we comply with gig club/regatta regulations set down by CPGA.

At the end of each full membership year (December), BGRC deletes your personal information from its database when your next new renewal for the year is completed.  If you leave BGRC completely, all your personal information is destroyed.  We do not keep historical personal information on ex-club members.

When using the BGRC website, we would like to advise the following:

• If you have an account on this site, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you.  This does not include any data we are obliged to keep for administrative, legal, or security purposes.
• For users that register on our website, we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username).  Website administrators can also see and edit that information.
• Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
• These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
• If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
• When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks.  If you log out of your account, the login cookies will be removed.

DISCLOSURE & BARRING SERVICE

All BGRC Coxswains are required to submit an up to date DBS certificate to the BGRC Welfare Officer before being signed off.  Coxes are required to renew their certificates every 3 years in accordance with Government guidelines.

The BGRC Welfare Officer keeps an up to date spreadsheet listing the names and renewal dates of every certificate.  From time to time, the information given by coxes in relation to their DBS certifications is shared with the BGRC Safeguarding Lead (in relation to ensuring best practice guidelines are adhered to for our junior members) and with the BGRC Lead Cox to ensure compliance is met.