1. Introduction

Oxford Amateur Rowing Club (“OARC”, “we”, “us”, or “our”) is committed to protecting and respecting your privacy. This privacy policy explains how we collect, use, store, and share your personal data, in compliance with the UK General Data Protection Regulation (UK GDPR).

2. Who We Are

Oxford Amateur Rowing Club is a registered charity based in Oxford providing rowing for the benefit of the community. For the purposes of data protection laws, we are the “data controller” of your personal data.

Contact Details for Privacy Matters:
– Email: oarcsecretary@gmail.com

3. Personal Data We Collect

We collect and process the following types of personal data:
– Name, title, and gender
– Date of birth
– Contact information (email address, phone number)
– Emergency contact details and next of kin
– Membership details (type, start and end dates)
– Medical information relevant to rowing and safety (with explicit consent)
– Financial transactions for membership fees and donations
– Attendance at events, training sessions, and competitions
– Photos, videos, or recordings taken during club activities
– Website data (e.g., IP address, contact form data, if applicable)

4. Legal Basis for Processing

Your data is processed under the following lawful bases:
– Contractual – to administer your club membership
– Legal obligation – for example, Gift Aid recordkeeping
– Legitimate interest – to run the club effectively and communicate with you
– Consent – for the use of sensitive data (e.g., health) or optional communications

5. How We Collect Data

Data is collected:
– When you complete membership forms (digital or paper)
– When registering for events, training, or competitions
– Via Learn to Row applications
– Through communications (email, phone, in person)
– Via the club website or social media (e.g., contact forms, cookies)
– Through photographs or videos taken at club activities

6. How We Use Your Data

We use your data to:
– Manage and administer memberships
– Communicate club news, safety notices, and event information
– Maintain safety and respond in emergencies
– Organize training, squads, and competition entries
– Process payments, donations, and Gift Aid claims
– Manage historical and alumni records
– Share photographs or videos on club platforms

We do not sell your data or use it for external marketing.

7. Use of Photos and Media

Images and videos may be taken during club activities and used for promotional purposes (e.g., social media, website). Consent is not required for non-commercial, incidental inclusion but will be sought if used in promotional materials.

We may invite members to submit photos for use; submitting implies permission to use the media unless otherwise stated.

8. Sharing Your Data

Your data is shared:
– With OARC Executive Committee only to the extent that it is required to carry out their role
– With coaches, safety officers, and captains where necessary for health and training
– With IT or email service providers under data processing agreements
– As required by law (e.g., HMRC for Gift Aid)

We do not share data with external third parties for unrelated purposes.

9. Data Storage and Security

Data is stored securely:
– Digital data is held on OARC-managed Google Drive with limited access
– Local digital copies are encrypted and deleted after use

Only authorised committee members may access full personal data.

10. Data Retention

We retain personal data only as long as necessary:
– Membership and financial records: up to 7 years (for legal compliance)
– Emergency contact and medical data: retained only while actively relevant
– Alumni records: retained unless you request removal
– Media: used indefinitely unless consent is withdrawn

11. Your Data Rights

Under the UK GDPR, you have the following rights:
– Access – Request a copy of the data we hold about you
– Correction – Request correction of inaccurate or incomplete data
– Erasure – Request deletion of your data (“right to be forgotten”)
– Restriction – Ask us to restrict processing in certain circumstances
– Portability – Request to move your data to another service
– Objection – Object to the processing of your data on certain grounds
– Withdraw consent – At any time, for data processed on a consent basis

To exercise your rights, contact the Club Secretary or email us at oarcsecretary@gmail.com.

You may also lodge a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk.

12. Cookies and Website Usage (if applicable)

Our website may use cookies for functionality and analytics. By using the site, you consent to the use of cookies, which you can control via your browser settings.

13. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on our website or upon request. You are encouraged to review it periodically.