Data Privacy Policy
Data Privacy Policy
BOSHAM SAILING CLUB LIMITED DATA PRIVACY POLICY
1. About this policy
1.1 This policy explains when and why we collect personal information about our members and instructors, how we use the information, how we keep it secure and your rights in relation to it.
1.2 From time to time we may need to amend this policy without prior notice, but amendments will not be applied retrospectively and you will be notified of any changes as soon as possible.
1.3 We will always comply with the Data Protection Act 2018 (The Act) when dealing with your personal data. Further details on The Act can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of The Act, we will be the "controller" of all personal data that we hold about you.
2. Who are we?
2.1 We are Bosham Sailing Club Limited (BSC Ltd) and we can be contacted at Bosham Sailing Club, The Quay, Bosham, West Sussex, PO188LU 01243572341 office@boshamsailingclub.com
3. What information do we collect and why?
| Type of information | Purpose | Legal basis of processing |
| Member's/ Non member's name, address, telephone numbers, email address(es) | Managing the Member's membership of the Club. Managing the duty roster | Performing the Club's contract with the Member. For the purposes of our legitimate interests in operating the Club |
| The names and ages of the Member's/ non members dependants | Managing the Member's / non members and their dependants' Membership or bookings with the Club | Performing the Club's contract with the Member |
| Emergency contact details | Contacting next of kin in the event of emergency | Protecting the Member's vital interests and those of their dependants |
| Date of birth / age-related information | Managing membership categories which are age-related | Performing the Club's contract with the Member |
| Gender | Provision of adequate facilities for members. Reporting information to the RYA. | For the purposes of our legitimate interests in ensuring that we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender. For the purposes of the legitimate interests of the RYA to maintain diversity data required by Sports Councils. |
| The Member's name, boat name and sail number(s) | Managing race entries and race results. Sharing race results with other clubs, class associations, and the RYA, and providing race results to local and national media. Allocating moorings, billets and Dinghy park spaces. | For the purposes of our legitimate interests in holding races for the benefit of members of the Club. For the purposes of our legitimate interests in promoting the Club. For the purposes of our legitimate interests in operating the Club. |
| Photos and videos of members and their boats | Putting on the Club's website and social media pages and using in press releases | Consent. We will seek the Member's consent on their membership application form and each membership renewal form. The Member may withdraw their consent at any time by contacting us by email or letter |
| Radio call signs | Collected for a rally and shared between those participating in the rally | For the purposes of our legitimate interests in ensuring that boats on a rally can maintain contact with each other |
| The Member's name and email address | Creating and managing the Club's online Membership Directory. | Consent. Member's consent to publication of these details by using the SCM portal and changing their profile data from the default setting of "private" to "members" or "public". The Member may withdraw their consent at any time by changing their profile to private. |
| Bank account details of the Member or other person making payments to the Club | Managing the Member's and their dependants' membership of the Club, the provision of services and events | Performing the Club's contract with the Member |
| Member's name and email address | Passing to the RYA for the RYA to conduct surveys of members of the Club (and members of other clubs affiliated to the RYA). The surveys are for the benefit of the Clubs (and other clubs) and / or the benefit of the RYA | For the purposes of our legitimate interests in operating the Club and/or the legitimate interests of the RYA in its capacity as the National Governing Body for all forms of boating |
| Instructor's name, address, email addresses, phone numbers and relevant qualifications and/or experience | Managing instruction at the Club | For the purposes of our legitimate interests in ensuring that we can contact those offering instruction and provide details of instructors to members |
| Member's/ non member's health information for training courses | Managing instruction at the Club | For the purposes of protecting the members' vital interests whilst taking part in training activities and only made available to the Club office staff and the course instructors. |
4.How we protect personal data
4.1 We will not transfer members' personal data outside the EEA without their consent.
4.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
4.3 Please note however that where members transmit information to us over the internet, this can never be guaranteed to be 100% secure.
4.4 For any online payments which we take from members, we will use a recognised online secure payment system.
4.5 We will notify members promptly in the event of any breach of their personal data which might expose them to serious risk.
5. Who else has access to the information you provide us?
5.1 We will never sell members' personal data or share their personal data with any third parties without their prior consent (and which members are free to withhold) except where required to do so by law or as set out in the table above or paragraph 5.2 below.
5.2 We may pass members' personal data to third parties who are service providers, agents and subcontractors for the purposes of completing tasks and providing services to members on our behalf (e.g. to print newsletters and send you mailings). However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep such information secure and not to use it for their own purposes
6. Data Retention and Review
6.1 We will retain personal data only for as long as is necessary to fulfil the purposes for which it was collected, to meet legal, regulatory or insurance requirements, or to establish, exercise or defend legal claims.
6.2 Member records will normally be retained for the duration of membership and for a period thereafter where required for legal, financial, insurance or governance purposes.
6.3 Non-member records, including website user accounts, event entrants, visitors, volunteers and training participants, will be reviewed periodically and deleted, anonymised or archived where there is no longer a legitimate reason for the Club to retain the information.
6.4 Financial records will be retained in accordance with statutory accounting and taxation requirements.
6.5 The Club will periodically review categories of personal data held to ensure information remains accurate, relevant and necessary for the purposes for which it is processed.
7. Archiving in the Public Interest
7.1 It is recognised that Bosham Sailing Club has a long history and that preserving certain historical records is in the public interest.
7.2 The Club may retain historical membership records, race results, committee records, photographs, regatta records and other archival material where there is a legitimate historical, statistical or research purpose for doing so.
7.3 Such information will be retained separately from operational records wherever reasonably practicable and access will be restricted to authorised persons.
7.4 Requests for erasure of personal data will be considered in accordance with applicable data protection legislation, taking into account the Club's lawful basis for retaining historical records.
8. Data Protection Complaints Procedure
8.1 Bosham Sailing Club is committed to handling personal data fairly, lawfully and transparently. Any individual who has concerns about how the Club has collected, stored, used or shared their personal data may make a data protection complaint.
8.2 Complaints may relate to:
- The collection or use of personal data;
- The accuracy of personal data held;
- Data retention practices;
- Data security or confidentiality;
- Data breaches;
- Subject access requests;
- The lawful basis relied upon for processing personal data; or
- Any other matter relating to the Club's handling of personal data.
8.3 Complaints should be submitted in writing to:
Commodore
Bosham Sailing Club
The Quay
Bosham
West Sussex
PO18 8LU
Email: office@boshamsailingclub.com
8.4 The Club will acknowledge receipt of a complaint within 14 days and will aim to provide a substantive response within 30 days. Where a complaint is particularly complex, the Club may require additional time to investigate and will keep the complainant informed of progress.
8.5 The Club will investigate all complaints fairly and objectively and will take appropriate action where necessary to address any identified issues.
8.6 If the complainant remains dissatisfied with the outcome of the Club's investigation, they may refer the matter to the Information Commissioner's Office (ICO).
9. Individual Rights
Individuals have the right to:
- Access their personal data;
- Request correction of inaccurate data;
- Request erasure of personal data where applicable;
- Restrict or object to processing in certain circumstances;
- Request transfer of their personal data where applicable;
- Withdraw consent where processing is based on consent;
- Submit a complaint to the Club under Section 8 of this Policy.
10. Contact Details
For questions regarding this policy or the Club's handling of personal data, please contact:
Commodore
Bosham Sailing Club
office@boshamsailingclub.com
01243 572341
If you are not satisfied with the Club's response, you may contact:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
www.ico.org.uk
0303 123 1113
Last updated 10:10 on 22 June 2026
