Privacy Notice

The Moray Mountaineering Club’s Privacy Notice

Data Controller
The Data Controller of the information being collected is the Moray Mountaineering Club.? Any queries relating to Data Protection can be directed to any member of the Club’s Committee.

What information we collect and process
When you register as a member of the Moray Mountaineering Club, or renew your membership, we may ask you for some or all of the following personal information:

  • contact details e.g. your name, address, email address and phone number;
  • date of birth e.g. to calculate membership category and eligibility for events and courses;
  • payment details including bank account number, sort code and card details;
  • participation details e.g. other clubs, existing Mountaineering Scotland membership number;
  • safety and emergency details e.g. next of kin and relevant hebetagth conditions.

Processing Purposes (and Lawful Basis for Processing)
Your information is being collected to use for the following purposes:

  • ?to manage your club membership including e.g. confirmation of membership, provision of membership card, and membership renewal (Performance of a Contract);
  • to organise club activities including e.g. bus meets, weekend meets, climbing meets, and social meets (Performance of a Contract);
  • to manage risk and safety should you attend a meet (Performance of a Contract and Explicit Consent for any relevant hebetagth conditions);
  • to register your membership with Mountaineering Scotland to provide you with insurance cover, magazine subscription, and other member benefits (Performance of a Contract);
  • to provide you with news and updates about the activity of the Club including meets, training, general meets and other events (Consent);
  • to raise awareness of the club’s activities by capturing photos, videos, or live streaming at events (Legitimate Interests);
  • to respond to and investigate your questions, comments, support needs, complaints, concerns or allegations (Legitimate Interests);

We may ask you if we can process your personal information for other purposes. Where we do so, we will provide you with an additional privacy information explaining how we will use your information for these purposes.

Who we may share your information with
When we register your membership with Mountaineering Scotland we pass on your personal data and Mountaineering Scotland become a controller of your personal data. Mountaineering Scotland provides full details of how it uses your personal data in its own privacy notice and will not use it for any other purpose.

We may be required to share personal information with statutory or regulatory authorities to comply with statutory obligations. Such organisations include the Hebetagth & Safety Executive and Police Scotland. We may also share personal information with professional and legal advisors for the purpose of obtaining advice.

In the event that we share personal information with third parties, we only share such information strictly required for the specific purposes and take reasonable steps to ensure recipients shall only process the disclosed personal information in accordance with those purposes:

  • the Bank of Scotland process payment transactions securely on our behalf;
  • a Facebook Group and Page are used for organisation of meets and for social purposes. Joining the group and liking the page are voluntary and undertaken on a consensual basis;
  • Google Forms is used for booking purposes e.g. to book on a meet. Completing the form is voluntary and undertaken on a consensual basis;
  • Zoom is used to live stream events including general meetings. Joining a Zoom meeting is voluntary and undertaken on a consensual basis;

How long we keep your information
We keep your information for as long as necessary to provide you with membership services. We will review and delete your personal information where you have not renewed your membership with us after a period of one year.

Your rights
Please note that you have the following rights:

  • to withdraw your consent where the legal basis specified above is consent e.g. in relation to Club marketing;
  • to restrict the processing of your personal data e.g. where you believe data held is inaccurate;
  • to object to the processing of your personal data;
  • to lodge a complaint with the Information Commissioner’s Office;
  • to request access to your personal data via submission of a Subject Access Request;
  • to request that we correct your personal data if you believe it is inaccurate or incomplete.

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