East Policies- Privacy & Data Protection Policy

The East Anglian Sailing Trust ("EAST", "we" or "us") provides disabled East Anglians and their carers with regular opportunities to access and enjoy sailing activities whilst promoting enhanced independence, confidence and community involvement. In order to do this we collect and use personal data.
This policy (together with any other documents referred to in it) describes what personal information we collect or obtain about you and how we use it.
This policy covers the following:
A. Your consent to this privacy policy
B. Information about you
C. Website cookies
D. How we use your information
E. How we may share your information
F. Retention of your information
G. Where we store information about you
H. Passwords, PIN numbers and confidentiality
I. Use of Internet
J. Your rights
K. Access to information
L. Changes to our privacy policy
M. Contact details
N. Data Users: purpose of access

If you undertake any activities run by EAST and provide personal data we will endeavour to make it clear why we need it and will obtain your specific consent to use it. Without your consent we will not be able to communicate with you.
For the purpose of the Data Protection Act 1998 (the Act), the data controller is the East Anglian Sailing Trust, East Waterside Community Centre, Suffolk Yacht Harbour, Levington, Suffolk, IP10 0LN
We may collect and process the following data about you:
a) Information you give us
i) You may give us information by filling in forms. This includes information you provide when you:-
(1) become a full or temporary member of EAST, renew your membership or amend or update your membership details;
(2) complete the Medical information form
b) The information you give us may include:
i) your name, address, e-mail address and phone number, personal descriptions and photograph;
ii) the name, address, email address and phone number of your next of kin and/or emergency contact;
iii) details of any relevant training records and training plans;
iv) details of your qualifications including the results of any examination, assessment or training course provided by us or by any recognised training centre and any accompanying notes and observations regarding your performance;
v) details of your participation and performance in sporting events and competitions;
vi) details of any relevant boating, yachting or other sea faring experience you may have;
vii) health information including details of your age, gender, height, weight and any particular health conditions or mental or physical impairments you may have
viii) any relevant dietary records and details of your dietary requirements.
ix) the results of any Disclosure and Barring Service (DBS) searches which we may conduct on our own behalf.

EAST does not currently use website cookies
We use information held about you:
a) to fulfil our obligations to you in the following ways:-
i) to administer your membership and provide membership information and membership benefits to you;
ii) to carry out our obligations arising from any contracts entered into between you and us and to provide you with any products and services that you request from us including: race entries; equipment loans; participation events; social events; coaching and training services; and examination and assessment services;
iii) to register you as a qualification or credential holder, volunteer, committee member or in some other capacity.
b) to keep you updated in the following ways:
i) if you are a member of EAST, to notify you about our activities, changes to our membership benefits, products, facilities or services;
ii) to notify you of any changes or proposed changes in any laws, regulations or best practice in relation to boating, yachting and other related activities which we feel may be of interest to you
c) Other Uses of the information we hold about you. We may also use the information we hold about you for the following additional purposes:-
i) if you ask us to provide any verification of your qualifications or experience or if you refer any person to us to obtain any verification of your qualifications or experience, we may use your data to provide the verification sought;
ii) to consider any complaints made to us about you which is of legitimate concern to us

We may share your information with certain third parties including:
a) examiners, assessors, trainers and coaches who require the data in order to provide services which you have requested or to conduct any examinations or assessments which you have requested;
b) organisers of events who require the data in order to look after your welfare and who may require to pass the same to emergency and medical services providers;
We may also disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation,
We may keep and process personal data
a) for so long as you remain a member
b) Where your membership lapses we will within a reasonable time of the lapse occurring cease actively processing your data but may retain your data for up to two years for the purpose of facilitating the renewal by you of your membership.
c) Where you have given specific consent we may retain your contact details in order to provide newsletters or other EAST news until you give notice otherwise
d) We may also retain and process your personal data in a format that does not permit identification of you for historical and statistical purposes
e) The data that we collect from you may be stored securely in hard copy and electronically. Personal details are retained electronically, medical information is held in hard copy and is securely destroyed at the end of the season
f) By submitting your personal data you agree to the information being stored. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
g) Off site electronic storage: The data we collect from you may be transferred to and stored at a destination outside the EEA. It may also be processed by staff operating outside the EEA who work for us for or one of our suppliers. Such staff may be engaged in the fulfilment of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

Data is stored as follows:
a) Personal data is stored electronically on the EAST Membership database
b) Financial data is stored with the treasurer
c) Medical information is
(a) For keelboat participants: securely stored in hard copy only at the EWCC
(b) For Cruising participants: securely stored in hard copy only by the Cruise co-ordinator and during a cruise a copy of the medical form is given to the skipper of the yacht in which the member is a crew

Where we have given some members, for administration purposes, (or where you have chosen) a password or PIN number which enables you to access certain EAST records you are responsible for keeping this password or PIN number confidential. We ask you not to share passwords and PIN numbers with anyone. Data users are required to sign and abide by the EAST Confidentiality Agreement
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to us; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
If we retain your personal data after you cease to be a member, or cease to be a qualification /credential holder or cease to hold the capacity in which the personal data was obtained from you then you have the right to ask us not to process your personal data. You can exercise this right at any time
Our site may, from time to time, contain links to and from other websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you. You can exercise this right at any time.
Any changes we may make to our privacy policy in the future will be posted on the EAST Website and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.
Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to EAST. See address at A above.

The following are the persons authorised to access members’ personal information and the purpose for which access is authorised
1. IT systems manager:
(1) to design and edit electronic membership data recording system
(2) to design functions of the electronic recording system for administration purposes
2. Secretary:
(1) to communicate with members on other matters, as necessary, including AGM details
3. Treasurer:
(1) to handle Gift Aid form
(2) to verify receipts and payments from members
4. Membership secretary:
(1) to receive new membership application forms
(2) to store personal data electronically
(3) to file hard copy forms for no longer than 2 years and then destroy
(4) to issue membership renewal letters annually
(5) to update the electronic recording system as notified by members
(6) to issue Gift Aid forms
5. Social Secretary
(1) to advertise social events to members
(2) to keep in touch with those members who have registered an interest in an event
6. Keelboat section organisers:
(1) to advertise and plan sailing sessions
(2) to record new members’ personal information
(3) to forward membership forms to the Membership Secretary
(4) to retain medical information in hard copy
(5) to destroy medical forms at the end of the season
7. Cruising section organiser:
(1) to advertise and plan cruises
(2) to collect Cruise application forms for cruise planning
(3) to have temporary membership created, as necessary
(4) to forward crew contact details and copy medical information to Cruising Skippers:
8. Cruising skippers
(1) to ensure all medical forms and copies are destroyed by the end of the season
(2) To retain crew information in the event of emergency
9. Push-the-Boat-Out event organisers (cruising and keelboats)
(1) to advertise and plan taster sailing sessions
(2) where contact details are known to have temporary membership created
(3) to retain contact details for the following year
10. Newsletter editor
(1) to issue the EAST newsletter by electronic means and by post