Privacy notice for Women’s Alpine Adventure Club
The Women’s Alpine Adventure Club takes your privacy seriously. We are a “controller” of the personal information that you provide to us and this privacy notice sets out how, why and for how long we will use your personal data, as well as who it is shared with. It also explains your legal rights as a data subject and how to exercise them.
What Information do we collect and do how we use it:
When you join our mailing list for our newsletter your name and email address are shared by Moosend who provides us with a group emailing system. Your name and email address will be stored until you unsubscribe from our newsletter mailing list.
When you sign up for a course we may ask you for some or all of the following personal information:
Contact details – eg. name, email address and phone number.
Personal information - Date of birth, Nationality
Safety and emergency details – eg. next of kin, relevant health conditions.
This information is stored electronically only and deleted following the completion of the course. Information regarding the number of course participants and nationalities may be stored by the Womens’ Alpine Adventure Club (WAAC) to monitor the outreach of our club, however, personal details are not linked with this data.
Following WAAC meets, personal photos that have been shared with us via email/social media will be stored on the WAAC storage drive associated with the WAAC email account.
Legal obligations
We are under a legal obligation to process certain personal information relating to our members to comply with:
The Equality Act 2010, requires us to process personal information to make reasonable adjustments where necessary.
Other uses of your personal information
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 notice explaining how we will use your information for these purposes.
Who do we share your personal information with
Many of the trips/courses the Women’s Alpine Adventure Club organise use external instructors or course providers. When you register for a trip/course with us, we will share any relevant personal information with the course providers. These external companies will have their own privacy policies in place.
Third-party suppliers with access to members’ data
The Women’s Alpine Adventure Club may use third-party suppliers to provide services. These suppliers may process personal data on our behalf as “processors” and are subject to contractual conditions to only process that personal information under our instructions and protect it.
If we share personal information with external third parties, we only share such information strictly required for specific purposes and take reasonable steps to ensure recipients shall only process the disclosed personal information for those purposes.
Moosend provide our group emailing system
How we protect your personal information
Your personal information is accessed by our Club Committee Volunteers only for the purposes set out above. Personal information is stored in electronic form only on a password-protected online drive, connected with our email. When your personal information is shared with third parties, i.e. external instructors and course providers, this is shared via email only.
How long we keep your personal information
We only keep your personal information for as long as necessary to provide you with the club’s services. All personal information collected for a course will be deleted following the completion of the course. All emails will be deleted after 5 years. For members who have subscribed to the newsletter, names and email addresses will be stored until the member unsubscribes.
You have a right to:
Change your communication preferences or restrict the processing of your personal data for specific purposes.
Request that we correct your personal data if you believe it is inaccurate or incomplete.
Access the personal data that we hold about you through a “subject access request”.
Request that we delete your personal information.
September 2023