Privacy Policy

Ely Sailing Club GDPR Privacy Policy

Last updated: January 2026

1. Introduction

Ely Sailing Club ("Club", "we", "us") is committed to protecting the personal data of our members, volunteers, course participants, and visitors. This Privacy Policy explains what information we collect, why we collect it, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR).

We only collect the minimum information necessary to run the Club safely and effectively.

2. Who We Are

Data Controller: Ely Sailing Club.

The General Committee is responsible for ensuring compliance with data protection legislation.

3. Why Do We Collect & Process Personal Data?

• To administer membership records, renewals and collect necessary fees [Contract]
• To communicate events and activities at the Club to the membership [Consent]
• To create duty registers and notify members of their duties [Legitimate Interest]
• To publish race results [Consent]
• To maintain accurate financial records, as required by law [Legal Obiligation]
• Managing berthing and equipment monitoring [Contract]
• To provide information to those attending courses or events, and to register certificates [Contract]
• To maintain appropriate accident records [Legal Obligation]
• To provide information to instructors regarding students attending courses [Contract]
• To comply with our by-laws and club rules e.g. notifying members of the AGM [Legal Obligation]
• To provide appropriate, safe and suitable training courses [Contract]
• For gathering aggregated data for anonymous submission to the RYA and other reporting [Consent]
• The RYA may contact you using stored information to monitor training standards or to facilitate the complaints procedure (The information is used solely for the requested purpose and is not stored on the RYA central database) [Legitimate Interest]
• Maintaining historical club records [Legitimate Interest]

4. What Data Do We Store & Collect?

• Contact information for members, temporary members and those making venue, event or course bookings (e.g. name, address, email address, phone number, date of birth, sail numbers, committee positions, doctor's details, family members, etc.)
• Invoices and payment records for sales made through the club website e.g. course or event bookings
• Medical and dietary information for those attending training courses, events or dining events
• Attendance information and race results for analysis and aggregated anonymous reporting
• Photos and videos of members and visitors taking part in Club events (to opt-out, please apply in writing to the Honorary Secretary)
• CCTV recordings for security purposes only
• Course feedback, taken upon course completion, that can be conducted anonymously if preferred and is used to monitor training standards

5. Who We Share Data With

We may share limited data with:

• Nominated committee members & training team receive appropriate information to enable them to fulfil their duties such as organising and running training courses, administering duties, administering membership renewal, sending communications, etc.
• Aggregated attendance and disability data is shared with the RYA but this does not include personal information
• All membership data is stored on a secure management facility called Sailing Club Manager. To become a member or to book any event at Ely Sailing Club, you must do so through Sailing Club Manager. Their privacy policy can be found here.
• We use your name to assign duties using Sailing Club Manager which are visible to members only.
• CCTV recordings are shared with the police at their request
• Videos and photos of members and visitors taking part in club events are posted on our website and other social media channels. They may be shared with local press.
• When members participate in external competitions, such as Open Events or Youth League, results will be shared with organising bodies.
• On successful completion of your RYA training course, your name, contact details, date of birth, certificate number and date of issue will shared with the RYA through a secure web portal hosted by the RYA. The data will be stored on the RYA's central database.
• We will not share your personal information with any third parties apart from those stated here without your prior advance permission.

We never share more information than necessary.

As your data is shared with or stored by the following external agents, please take time to review their respective privacy policies.

• Sailing Club Manager (club management): https://www.sailingclubmanager.com/terms/privacy-policy
• RYA (governing body): https://www.rya.org.uk/compliance/privacy-security-and-data-protection/

6. Website Specific

• Cookies on our website are used anonymously by Google Analytics, purely for statistical analysis of traffic flows. These cookies do not collect any personal information about you. If you wish to opt out of Google Analytics, Google have provided a browser plug-in.
• There are links to other social networking sites and these may collect further information outside our control. If you wish to avoid such information being passed, please do not click on the social network buttons on our site.
• This site may also contain links to other sites. We are not responsible for the privacy practices or the content of such web sites. We encourage you to read the privacy statements on the other websites you visit.

7. Data Retention

We keep personal data only for as long as needed:

Data Type	Retention Period
Membership records including duty roster entries	Duration of membership + 2 years
Event bookings, contact information etc. for non-members	2 years
Accident/incident reports	3 years
Training records	5 years
Financial records & invoices	7 years
Photos/videos	Until consent withdrawn
Race results	Permanently (club historical record)

Requests for earlier deletion can be made, in writing, to the Honorary Secretary. The above timeframes will only be exceeded if there is a legal reason for keeping data until the legal matter is fully resolved.

8. How We Protect Your Data

We take appropriate technical and organisational measures, including:

• Passwordprotected systems
• Restricted access for specified committee members only
• Secure cloud storage
• Regular review of who has access to data
• Minimising paper records

Most personal data, unless otherwise defined, is stored on the Sailing Club Manager club management system.

9. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction or deletion
• Restrict or object to processing
• Withdraw consent
• Request data portability
• Make a complaint to the Information Commissioner's Office (ICO)

To exercise your rights, contact: secretary@elysailingclub.org

You have the right to take any complaints about how we process your personal data to the Information Commissioner: 0303 123 1113

10. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on the Club website or on request.

To seek further information on this privacy policy, please apply in writing to the club's Honorary Secretary.

Last updated 20:43 on 6 January 2026