GDPR Fair Processing Notice

General Data Protection Regulations

Fair Processing Notice

Our Fair Processing Notice describes the categories of personal data we process and for what purposes.  We are committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR).

1. Introduction

We take your privacy seriously and that includes the personal information we already hold about you now and the further personal information we might collect about you.

Our Data Protection Officer (DPO) provides help and guidance to protect your personal information. Our DPO can be reached by email at grcsecretary@gmail.com  or by post at

GRC Data Protection Officer,

Glasgow Rowing Club,
Silverfir Street,
Glasgow G5 0JZ

Alternatively, you may wish to contact

Information Commissioner’s Office – Scotland
45 Melville Street
Edinburgh EH3 7HL

Tel 0131 244 9001

This Privacy Notice provides information about how we use your personal information

 2. About us

Glasgow Rowing Club is an unincorporated private club.

3. Your privacy rights

You have the right to object to how we use your personal information. You also have the right to see what personal information we hold about you. In addition, you can ask us to correct inaccuracies, delete or restrict personal information or to ask for some of your personal information to be provided to someone else. You can make a complaint to us by contacting our DPO or through any Committee Member in the first instance.

 You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office, at https://ico.org.uk.

4. What kinds of personal information we use

We use your personal information to mitigate safety risks associated with the sport including the name of an emergency contact; occasionally we may contact you about club activities, renewal of subscriptions and notice of annual or extraordinary general meetings.

5. How we gather your personal information

We obtain personal information directly from you when you contact us by email or fill out an application.

6. How we use your personal information

We only use your personal information where that is permitted by the laws that protect your privacy rights.

7. Our legal basis for using your personal information

We only use personal information where we have your consent (if consent is needed); we need to use the information to comply with our legal obligations; it is fair to use the personal information either in our interests or someone else’s interests, where there is no disadvantage to you.

Where we have your consent, you have the right to withdraw it. We will let you know how to do that at the time we gather your consent

Special protection is given to certain kinds of personal information that is particularly sensitive. This is information about your health status.  We will only use this kind of personal information where we have a legal obligation to do so (for example to protect vulnerable people); it is necessary for us to do so to protect your vital interests (for example if you have a severe and immediate medical need whilst on our premises or participating in club activities; it is necessary for insurance purposes.

8. Sharing your personal information with or getting your personal information from others

We will not share personal information outwith the Club unless with your consent.

10. How long we keep your personal information for

We keep your personal information securely for as long as we need during your membership of the club.   Prospective new members personal details provided on application forms are deleted after no more than three months of last contact where no membership occurs.    Members who leave the club may request that the club retain their information to maintain contact failing which the information will be deleted within three months of cancelling membership.