Privacy Notice

Ulster Federation of Rambling Clubs – Privacy Notice

Introduction

This statement informs you about how the Ulster Federation of Rambling Clubs (UFRC) processes, stores and uses personal information.

The Data Controller is the current Chair of UFRC, Graham Seymour. The Data Processor is UFRC’s Administrator, Duane Fitzsimons who can be contacted at [email protected]

UFRC is the umbrella organisation for rambling and hill walking clubs in the north of Ireland.  It processes personal contact details to enable it to fulfil its functions of providing insurance for club members and sharing details of walks and events. It also processes data in order to provide statistics and research details to Outdoor Recreation NI (ORNI) and Sport NI.

If you need to make a complaint about how your personal information has been used please contact us by emailing [email protected] . If you do not believe that your complaint has been dealt with satisfactorily, you can contact the Information Commissioners Office at https://ico.org.uk/concerns or call 0303 123 1113.

The information we collect

UFRC collects data that you or your walking Club has given directly to us; for example, when you pay a subscription, make a donation, enquire about our activities or register for an event. Your Club also provides us with information on its membership that enables us to meet the requirements of bodies, like Sport NI, who provide us with funding. In these cases your Club officers forward us the information having obtained it from you with your consent.

Personal data means any information capable of identifying an individual. We may process certain types of personal data about you as follows:

  • Identity Data may include your name, title, date of birth and gender.
  • Contact Data may include your postal and email addresses and telephone numbers.
  • Financial Data may include your bank account and payment card details. It may also include details of payments made between us.
  • Profile Data may include survey responses (which include ethnic origin and disabilities) and feedback responses.
  • Usage Data may include information about how you use our website and services.
  • Marketing and Communications Data may include your preferences in receiving communications from us.

Your information may also be given to ORNI and Sport NI for statistical purposes and for monitoring.

We may also receive information directly from interested individuals and groups, service providers and various suppliers.

The legal basis

We ask for your consent as the legal basis for processing and using your personal information for administrative and organisational purposes, particularly for events and the general promotion of our activities.

If you would like to remove yourself from our mailing list, you can do so at any time by contacting the Administrator who serves as our Data Processor.

We will not share or sell your personal information with any other organisation for their marketing, promotional or commercial benefit unless we have obtained your prior written consent.

Information we hold

We hold information only for as long as you are connected to the UFRC and for two years afterwards. You have a right to ask for a copy of the information we hold about you. If there are any inaccuracies in the information we provide, please let us know and we will correct it. You have a right to ask us to stop or restrict the processing of your personal data and if it is not necessary for the purpose you provided it to us (for example, processing membership or registering you for an event) we will do so. You also have the right to ask us to delete your data.

If you want to access or delete your information please send a description of the information you want to see or remove to the Administrator.

Information security

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for a purpose unrelated to the purpose for which we collected the data, we will notify you and we will explain the legal ground of processing.

We may process your personal data without your knowledge or consent where this is required or permitted by law.

We ensure that there are appropriate controls in place to protect your personal details. Your registration and consent forms are kept by our Secretary. Financial information is held by our Treasurer. Your e-mail addresses may be stored in distribution lists on the computers of Committee members.

This Policy Notice was last updated in May 2018.