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If for any reason you think it is doubtful that sailing will take place, watch out for an email, or look at Waveney Sailability Hotline Group on WhatsApp.

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Waveney Sailability Data Privacy Policy

What information does Waveney Sailability collect and why?

  • Member: names, addresses, telephone numbers, e-mail addresses.
    Purpose: to manage the membership of the club including social events, AGM
  • Volunteer: names, addresses, telephone numbers, e-mail addresses, relevant qualifications, experience, DBS (Disclosure and Barring Service), Self-disclosure forms.
    Purpose: to manage the Club including future courses, events, working party information, business meetings.
  • Emergency information: telephone contact details of next of kin.
    Purpose: to contact next of kin in an emergency.
  • Date of birth: voluntary, if over the age of 18.
    Purpose: under 18s require a completed Parental Consent form.
  • Financial information: Subscription amount, Gift Aid consent.
    Purpose: For use by Club Treasurer in preparing accounts
  • Photos, videos: shared only if permission has been given on the MBS form.
    Purpose: for website, WS newsletter, local news articles, fund-raising, advertising e.g. posters.
  • Contact details of Club supporters: e-mail addresses, telephone numbers.
    Purpose: to keep in touch / inform via Club newsletter or e-mail.

How do we protect personal data?

  • Personal data held by Commodore, Vice-Commodore, Booking Secretary only
  • Stored on protected computer in password protected files.
  • Stored in hard copy for use on sailing afternoons.
  • Data will not be shared with other Club members without consent but maybe used by the Club officers for the management of the Club.
  • All e-mails to membersto be ‘blind-copied’.
  • Data will not be shared outside the Club without consent.If there is any breach of personal data which may involve serious risk, the person concerned will be promptly notified.

How long do we keep information?

  • As long as person still a member of the Club.
  • Reviewed / updated every year with previous membership forms / databases destroyed after 2 years.
  • Any financial information destroyed after 2 years.
  • Hard copies shredded after 2 years.

Rights under Data Protection Act:

  • Access to personal data.
  • Provision of information about how personal data processed.
  • Provision to have personal data corrected.
  • In certain circumstances, to have data erased.
  • To object / restrict to how personal data processed.
  • To have an ‘opting in’ process in place on Membership forms.
  • To have access to the Club’s Data Protection Policy – available on the Club’s website: waveneysailability.co.uk

Revised February 2026.