ABOUT THIS PRIVACY POLICY
This Privacy Policy sets out how we process any personal information we may collect from you or that you may provide us through our website. It describes how we may use this information, how we will keep it secure and your rights in relation to it.
• The Ellem Fishing Club confirms that we will keep your personal information secure and that we will use reasonable efforts to comply with current UK Data Protection and legislation and regulations.
• We reserve the right to amend this Privacy Policy from time to time without prior notice. You are advised to check our website for any amendments.
• By being a member of The Ellem Fishing Club; or by visiting our website; or by telephoning us; or emailing us; or by posting mail to us; (and providing personal information) then you are consenting to the practices described in this Privacy Policy.
SECTION A of this policy is specific to registered members of The Ellem Fishing Club.
SECTION B1 of this policy is intended for visitors (i.e. users) of the website. Section B1 also applies to members of the public who telephone or directly email The Ellem Fishing Club and may provide personal information to allow us to respond a request for additional information.
SECTION B2 of this policy describes Cookies that are used by our website.
SECTION C of this policy outlines an individual’s rights in relation to personal information.
Who we are
The Ellem Fishing Club is an unincorporated association and a non-profit making body. The Ellem Fishing Club is affiliated with SANACC.
The Ellem Fishing Club owns and operates the website www.ellemfishingclub.co.uk.
The Ellem Fishing Club will be a “controller” of the personal information that you provide to us in any form
>>>>> SECTION A – Registered members of The Ellem Fishing Club <<<<<
General
When you are registered as a member of the club we will ask you for the following personal information:
• Contact details: Name, address, telephone numbers and email address
• Categories: Male, Female, Youth, Disabled person and those of ethnic origin. These categories may be required for reporting purposes to SANA / Sportscotland.
• Equality information – e.g. disability
Why we need your personal information – contractual purposes
We need to collect our members’ personal information so that we can manage their membership. We will use our members’ personal information to:
• Send you membership communications by post, email or SMS in relation to essential membership services.
• If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.
Why we need your personal information – legitimate purposes
We also process our members’ personal information in pursuit of our legitimate interests to:
• Promote and encourage participation in angling by sending members’ communications and booking information for upcoming competitions and events. Our competitions and events may be filmed for live streaming purposes and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes.
• Manage entries for competitions by checking your personal information to ensure you are entered into the correct category both at Club and SANACC level.
• Monitor and develop participation in angling by monitoring members’ engagement and participation through attendance and inviting our members to participate in surveys for researching and development purposes
• Develop and maintain our members’ qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG / child protection requirements (If appropriate)
• Respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to aquatic sports. We will use your personal information to investigate your complaint, to suspend membership and take disciplinary action where appropriate
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact the Secretary by post or email. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.
Why we need your personal information – legal obligations
As a Club we are under a legal obligation to process certain personal information relating to our members for the purposes of complying with our obligations under:
• SANACC / Sportscotland regulatory requirements to report on the numbers, size, achievements and profile of our members
• The Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary
Why we need your personal information – equality monitoring requirements
We are required to use our members’ personal information relating to your disability (if any), or (ethnic group, religious belief, gender identity and sexual orientation where collected) for equality monitoring purposes as required by SANACC / Sportscotland.
We will process such personal information through aggregated and anonymised reports to identify and keep under review the existence or absence of equality of opportunity or treatment between groups of people within the same categories to promote or maintain equality within our sport.
Other uses of your personal information
We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.
We may be asked by other Fishing Member Clubs to collect and store personal information about their individual members. Where we do this, we have a responsibility as “controller” to provide their members with privacy notices and we will not use such personal information for any other purpose.
Who we share your personal information with
If your personal information is included in any images or videos taken by us at our competitions and events, we may share this with members of the Scottish media, sponsors, SANACC / Sportscotland and Sports Partners for promotional and / or journalistic purposes. We may also make use of such images or videos on our website and social media pages for the purpose of promoting our profile (Where appropriate).
For active competitive members, your basic personal information (name, gender, year of birth if over 16 and passport details as well as photographs to FIPS Mouche for competition registration purposes (SANACC competitors).
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children.
We may also share personal information with our professional and legal advisors for the purposes of taking advice.
In the event that we do share personal information with external third parties, we will only share such personal information as is strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.
How we protect your personal information
Your personal information is stored on our electronic filing system, paper records, memory stick and a “Passport (Portable) Hard Drive”.
How long we keep your personal information
We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information from our ‘Active List’ when you have not been active with us for (5) five years.
We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of The Ellem Fishing Club and for how long. We need to do this to comply with the Scottish Anglers National Association Ltd as they in turn are required to comply with the Companies Act 2006, which requires them to keep a register of members or in the event of a claim against. (Restricted to members representing the Club in Competitions – SANACC). (This information is also stored in the Ellem Club Archives)
>>>>> SECTION B – Visitors to the website www.ellemfishingclub.co.uk <<<<<
Note: this section also applies to members of the public who mail, telephone or directly email or contact (via the website) The Ellem Fishing Club and may provide personal information to allow us to subsequently respond to an information request.
What information we may collect from you
We may collect, store and use the following types of personal information about individuals who visit and use our website:
Information you supply to us
You may supply us with information about you by filling in forms on our website. This includes information you provide when you submit a contact us/enquiry form. The information you give us may include your name, address, e-mail address and phone number.
Information our website automatically collects about you
With regard to each of your visits to our website we may automatically collect information including the following:
• technical information, including a truncated and anonymised version of your Internet protocol (IP) address, your geographical location, browser type and version, operating system and device type;
• information about your visit, including what pages you visit, how long you are on the site, how you got to the site (including date and time); page response times, length of visit, what you click on, documents downloaded and download errors.
Cookies
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them, see SECTION B2 Cookies.
Sensitive Financial information
No sensitive financial information (bank details, debit or credit card information etc) is seen, stored or transmitted by The Ellem Fishing Club.
WHY WE NEED YOUR PERSONAL INFORMATION
Personal information you supply to us
We will use this information to provide you with information and/or services you request from us.
Information automatically collected by our website about your usage of the site
We will use this information:
• to administer our site including troubleshooting and statistical purposes;
• to improve our site to ensure that content is presented or displayed in the most effective manner for you and for your device;
• security and debugging as part of our efforts to keep our site safe and secure.
This information is collected anonymously and is not linked to information that identifies you as an individual. We use Google Analytics to track visitor usage on our website. See SECTION B2 Cookies.
Who we share your personal information with
Any personal information you provide to us will be directly emailed to us or may be stored on a secure server located in the UK. We use a trusted third-party website hosting provider (Hostinger) to facilitate the running of our website. Any data that may be collected through this website that Hostinger process, is kept secure and only processed in the manner we instruct them to. Hostinger cannot access, provide, rectify or delete any data that they store on our behalf without permission.
We will never sell or rent your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law.
How long we keep your personal information
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Third-party links
Our site contains links to and from the third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
>>>>> SECTION B2 – Cookies <<<<<
Cookies are small files that are placed on your device to help our website provide a better user experience. Cookies are stored on your individual device and you have full control over their use.
Like many website owners, The Ellem Fishing Club uses Google Analytics (GA) to measure how users interact with our website content. GA collects information about what pages you visit, how long you are on the site, how you got here, and what device you are using. The data collected may be used by ourselves to customise the content on our website to make for the best experience for users when visiting our website. For GA to work, cookies are deployed on your device to collect the relevant data. This information collected and stored by these cookies does not personally identify anyone.
You can set your browser settings to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly. Cookies that are already stored may be deleted at any time.
Third-Party Cookies
When you use our website to link to other providers (for example Facebook, Google and YouTube), you may also be sent third-party cookies.
Our service providers may use the information they obtain from your use of their cookies:
• to recognise your computer when you visit their website;
• to prevent fraud and improve the security of their website;
• to personalise their website for you.
>>>>> SECTION C – Your rights – access to your personal data <<<<<
You can exercise any of the following rights by writing or emailing the Secretary, using the details as published periodically by the Secretary of “The Ellem Fishing Club”.
Your rights in relation to your personal information are:
• You have a right to request access to the personal information that we hold about you by making a “subject access request”
• If you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information
• You have a right to request that we restrict the processing of your personal information for specific purposes
• If you wish us to delete your personal information, you may request that we do so
Any requests received by “The Ellem Fishing Club” will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at: www.ico.org.uk
G Wood MBE
Secretary / Treasurer
The Ellem Fishing Club
Date of last update to this Privacy Policy: 1st January 2025