Privacy and Cookies Policy

[Updated 11th October 2018]

What this privacy and cookie policy covers

West Sussex Schools and Youth Sailing Association (WSSYSA) is committed to protecting your personal information and being transparent about what information we hold. The purpose of this Privacy & Cookie Policy (‘Policy’) is to provide a clear explanation about how the WSSYSA collects and uses personal information (or personal data).

We ensure that we use personal information in accordance with the law. This Policy explains:

  • What information WSSYSA may collect about you
  • How we will use that information
  • Whether we disclose your details to anyone else
  • Your choices regarding the information you provide to us, and
  • How we use cookies to provide services to you or to improve your use of our websites

If you have any queries about this Policy please contact the WSSYSA via the ‘Contact’ link on the website homepage (https://www.wssysa.org/).

Changes to this Policy

The Policy may change from time to time. For example, we have recently updated it to reflect new legal requirements of the EU General Data Protection Regulation (also known as the ‘GDPR’). Please visit this website section periodically in order to keep up to date with the changes in our Policy.

Cookie consent

By using our website, our social media pages (such as Facebook, Twitter, YouTube, Google+ and Instagram), subscribing to our services, and/or shopping with us online, you agree that, unless you have set your computer’s browser to reject them, we can place the types of cookies set out below on your device and use any data collected by us in accordance with this Policy.

To find out more about cookies; how we use them and how to reject them, please see our full Cookie Policy below.

Who we are

The WSSYSA is as unincorporated association based in West Sussex, UK. The association may collect and decide for itself how to use your personal information. The legal phrase that’s used to describe an organisation that makes these decisions is ‘data controller’.

Information collection

We collect information about you in the following ways:

  • Information you give us. For example, when you post information on our social media or message boards, register for an event, or otherwise provide us with personal information. When you interact with us, we may ask for personal information, like your name, email address, telephone number, date of birth, and bank account details
  • Information we get from your use of our website and services. We collect information about our online content that you use and how you use it. We, like all organisations, are able to confirm what browser you are using, IP address and computer operating systems that are being used and this information may be used to improve the services we offer. Please see our Cookie Policy for more detail

What personal information do we process?

We collect, store and use the following kinds of personal information:

  • Your name and contact details, including postal address, telephone number, and email address
  • Your date of birth
  • Financial information you provide where you make a payment, such as bank details
  • Information about your computer/mobile device and your visits to and use of this website, including for example your IP address and geographical location
  • Information about our services which you use/which we consider of interest to you
  • Any other personal information you share with us as described above

Do we process Sensitive Personal Information?

Certain categories of personal information are regarded by the law as more sensitive than others.

This is known as ‘special category’ or ‘sensitive personal data’ and covers things like information about your health, ethnic origin, religious beliefs, political opinions or any genetic or biometric data that is used to identify you.

We do not usually collect ‘sensitive personal data’ about our supporters unless there is a clear reason for doing so, such as participation in an event where we need this information to ensure that we provide appropriate facilities or medical support to enable you to safely participate. We will always make it clear when we collect this information from you what sensitive personal data we are collecting and why.

Website users

The WSSYSA website uses cookies to help it work well and to track information about how people are using it. More information on cookies can be found in the Cookie policy below.

  • The WSSYSA website collects personal information you supply if you register with us
  • The website you sign up to will collect information such as your name, email address and post code. Once you register with that website, you will not be anonymous to us when you subsequently sign in.
  • As explained in our Cookie Policy below, we use cookies to allow us to store limited information on an individual’s computer to either track them through tracking cookies or to allow people to have automatic logons as an example. We use this information to provide you with a good experience when browsing our website and to improve the functionality of our site

How we use your information

We use your personal information for a number of purposes including the following:

  • To provide you with services or information you have requested
  • To provide information about our work and events although this will only be where you have consented to being contacted for those purposes unless the WSSYSA is in a position to rely on the Legitimate Interest basis for contacting you via postal communication only (see further information below under Legal Basis for Processing)
  • To deliver services to you
  • To process requests from you
  • To use IP addresses to identify your approximate location, to block disruptive use, to record website traffic or to personalise the way our information is presented to you
  • To analyse and improve the online services we offer, to make them as user-friendly as possible
  • Where collecting and holding your information is required or authorised by law, and
  • Other specific purposes that you may agree to from time to time

Legal basis for processing

The law requires us to set out the lawful grounds on which we collect and process your personal information as described in this Policy. Depending on the purposes for which we use your data, one or more of the grounds listed below may be relevant:

Legitimate interest:

In certain instances, we collect and use your personal information by relying on the legitimate interest legal basis. In broad terms, our “legitimate interests” means our interest in being able to run the WSSYSA as an unincorporated association effectively in pursuit of our aims and ideals. This includes:

  • Providing information about our activities, and
  • Administering events

However, “legitimate interests” can also include your interests, such as when you have requested information or certain goods/services from us. If we rely on the “legitimate interests” basis to use your personal information, we will only use the information in accordance with the purposes described in this Policy.

When we legitimately process your personal information in this way, we also consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information for activities where our interests are overridden by the impact on you, for example where collection and use of your information would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law)

Consent:

In many instances, we will rely on obtaining your consent to our use of your personal information in a certain way (for example, asking for your consent to use your personal information to share sensitive personal information with us)

Legal obligation:

We may need to collect, process and disclose personal information to comply with a legal obligation, for example, where we are ordered by a court or regulatory authority

Your rights

You have the following legal rights in relation to our collection and processing of your personal information:

  • Right to be informed – you have the right to be told how your personal information will be used. This Policy and other policies and statements used on this website and in our communications are intended to provide you with a clear and transparent description of how your personal information may be used
  • Right of access – you can write to us to ask for confirmation of what information we hold on you and to request a copy of that information (and other related information). Provided we are satisfied that you are entitled to see the information requested and we have successfully confirmed your identity, we will provide you with your personal information subject to any exceptions that apply
  • Right of erasure – at your request we will delete your personal information from our records as far as we don’t have an overriding legitimate reason for holding on to it (e.g., to comply with a legal obligation)
  • Right of rectification – if you believe our records of your personal information are inaccurate, you have the right to ask us to update those records. You can also ask us to check the personal information that we hold about you if you are unsure whether it is up to date or not
  • Right to restrict processing – you have the right to ask us to restrict the processing of your personal information if there is disagreement about its accuracy or whether our use is legitimate or not
  • Rights related to automated decision-making – where we take automated decisions in relation to your personal information with no human involvement (i.e. such as credit scoring) you have the right to ask us for human intervention or to challenge any such decision
  • Right to object – you have the right to object to processing where we are: (i) processing your personal information on the basis of the legitimate interests ground (see ‘Legal basis for processing’ above) and we have no compelling reason we can demonstrate to continue with that processing; (ii) using your personal information for direct marketing, or; (iii) using your personal information for statistical purposes

It is always your choice as to whether you want to receive information about our activities and the ways in which you can get involved. If you do not want us to continue to contact you, you have the right to object or change your mind at any time.

To exercise any of these rights, please send a description of the personal information to WSSYSA using the ‘Contact’ link on the WSSYSA website (https://www.wssysa.org/).

For more information about your rights or if you are not happy with our response to your request, you can contact the Information Commissioner’s Office (ICO) – for more details, see https://ico.org.uk/.

Recipients – information and disclosure

We do not share, sell or rent your information to third parties for marketing purposes. However, we may disclose your personal information in the following circumstances:

  • Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example, where ordered by government bodies and law enforcement agencies), or in order to enforce or apply our rights (including in relation to lawful operation of our website or enforcing applicable terms and conditions) or to protect the WSSYSA, for example in cases of suspected fraud or defamation

Keeping your personal information

We keep your personal information only for as long as we need to use it for the purposes set out in this Policy.

We have adopted a data retention policy that sets out the different periods we retain personal information for in respect of these relevant purposes. The criteria we use for determining these retention periods is based on various legal requirements; the purpose for which we hold data and whether there is a legitimate reason for continuing to store it (such as in order to deal with any future legal disputes); and guidance issued by relevant regulatory authorities including, but not limited to, the Information Commissioner’s Office (ICO).

Personal information that we no longer need is securely disposed of and/or anonymised so you can no longer be identified from it. Some personal information may be retained by us in archives for statistical or historical research purposes although we will do this in a manner that complies with applicable data protection law.

We continually review what personal information and records that we hold, and delete what is no longer required. We never store financial data after the transaction has been completed.

Contact us

If you would like to receive further information about this Policy or any of our safeguards, please contact the WSSYSA via the ‘Contact’ link on the WSSYSA website (https://www.wssysa.org/).

Cookie policy

What is a cookie?

Cookies are small text files that are automatically placed onto your device via the browser (e.g. Microsoft Internet Explorer, Apple Safari, Google Chrome or Firefox) that you use to access a website that you visit. They are widely used to improve the performance of websites, for saving different options and to provide website owners with information on how their website is being used.

There are broadly four reasons why a cookie might be stored on your device when visiting the BHF website:

  • Cookies that make the website work properly for you and enable you to make use of the secure online services that we provide
  • Cookies that collect data about your use of the website which are then anonymised and used to help us improve our online services
  • Cookies that remember your preferences and make the website easier for you to use

Categories of cookies we use

  • Strictly Necessary Cookies – These cookies are essential for you to be able to use and move around website or for you to use certain features
  • Performance Cookies – These cookies collect information about how you as the viewer makes use of the website: e.g. which pages you visit most. These cookies do not collect information that personally identify you as a viewer
  • Functionality Cookies – These cookies remember choices made by you or aspects of your interaction with our website to enhance your experience during your visit to our website. These cookies are also used to remember a user’s preferences for a font size, or customisable parts of a web page: e.g. language, appeals visited or user’s location.

How do I manage my cookie settings?

The “Help” menu in the toolbar of most web browsers will tell you how to change your browser’s cookie settings, including how to have the browser notify you when you receive a new cookie, and how to disable cookies altogether. Below is some helpful guidance about how to make these changes.

Please find below links describing how to do this on some popular browsers.

What will happen if you disable some or all of the cookies that WSSYSA uses?

  • If you opt to delete cookies or prevent us from placing cookies onto your device, some features of our website may not be as effective or work in the intended manner. To delete or review cookies that are on your device, you will need to go into the settings of your browser and review them.

Find out more detailed information on cookies please visit: http://www.aboutcookies.org or https://ico.org.uk/for-the-public/online/cookies/

Some third parties may allow you to manage their cookies independently. Please refer to the list of other third-party cookies in the table above and their respective policy pages for further information.

Tracking

We may use tracking technologies to:

  • See what website content is popular and how people are using the site as they allow us to track users’ movement through our websites. This type of information is amalgamated so that we can build up a picture of how the site is performing.

 

West Sussex Schools & Youth Sailing Association