Privacy Policy

Tendring Canoe Club
Effective Date: 8 June 2025

1. Who We Are

Tendring Canoe Club (“we”, “us”, “our”) is a volunteer-run paddlesports club based in Essex, UK. This privacy policy explains how we collect, use, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What This Policy Covers

This policy applies to all visitors to our website (https://www.tendringcanoeclub.co.uk) and individuals who engage with our club activities, including members, event participants, volunteers, and staff.

3. What Personal Data We Collect

  • Membership Information: Name, contact details, date of birth, gender, emergency contact, paddling qualifications, British Canoeing membership (if applicable).
  • Health & Safety: Medical conditions relevant to participation, safeguarding records, consent forms.
  • Event Data: Session attendance, incident records, consent to photography.
  • Technical Data: IP address, browser info, cookies (see below).
  • Media: Photos/videos of members during events, with consent.

4. How We Collect Your Data

  • Membership application forms and renewal forms
  • Online forms on our website
  • Email or messaging platforms (e.g., WhatsApp)
  • Event sign-up and registration sheets
  • Cookies and analytics when you visit our website

5. Lawful Bases for Processing

  • Contract: Managing membership and club bookings
  • Legitimate Interest: Club administration and communications
  • Legal Obligation: Safeguarding, insurance, financial compliance
  • Consent: Photography/media, health information for events
  • Vital Interest: Emergency situations

6. How We Use Your Data

  • To manage your club membership and renewals
  • To contact you about training, sessions, and trips
  • To ensure safety and appropriate supervision
  • To share anonymised data for funding or affiliation purposes
  • To promote the club (with consent for images/media)

7. Who We Share Your Data With

  • Membership platform: Simmetrics Ltd / MyClubhouse
  • British Canoeing: Where required for insurance or affiliation
  • Session leaders and coaches: For safety and planning
  • Emergency services: In urgent situations
  • Regulatory bodies: DBS, HMRC, grant authorities

We do not sell or trade your personal data to third parties for marketing purposes.

8. How Long We Keep Your Data

  • Member data: 2 years after last activity
  • Incident records: 3–6 years (longer for safeguarding cases)
  • Financial records: 6 years
  • Child safeguarding data: Until age 25
  • Cookie and analytics data: Up to 1 year (anonymous)

9. Your Rights

You have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion of data (in some cases)
  • Restrict or object to certain processing
  • Request data portability
  • Withdraw consent at any time (where applicable)

To exercise any of these rights, please contact us using the details below.

10. Cookies and Website Use

We use essential cookies to operate the website and anonymous performance cookies to track visits. No tracking cookies or advertising cookies are used.

  • Session cookies: Maintain site functionality during visits
  • Performance cookies: Help improve site performance

You can manage cookies via your browser settings.

11. Safeguarding and Children’s Data

We collect minimal data from members under 18 with parental/guardian consent. DBS-checked volunteers handle this data responsibly. Consent forms are required for participation and media use involving children.

12. Data Security

We implement appropriate measures to keep your data safe, including:

  • Password-protected systems
  • Encryption and secure cloud storage
  • Limited access to data by authorised club officers

13. Third-Party Links

Our website may contain links to external sites (e.g., British Canoeing). We are not responsible for the privacy practices of those websites.

14. Updates to This Policy

We may update this privacy policy occasionally. We will notify members of significant changes by email or on the website.

Last updated: 8 June 2025

15. Contact Us

If you have questions or wish to make a data request, please contact us: