Nantwich & Border Counties Yacht Club Ltd.

Who we are

The Nantwich and Border Counties Yacht Club Ltd. (NBCYC) is a private company limited by guarantee without share capital and incorporated on 27th March 1973. Company Registration Number 01104245. We are a private boat club, with a Registered Office at 44 Roumania Drive, Llandudno, Conwy, LL30 1UY. The Club’s premises are at Nantwich Basin, Chester Rd., Nantwich, Cheshire CW5 8LB

For the purposes of this document, your personal details are your title, forename, surname, address, postcode, telephone/ mobile numbers and your email address.

Your boat details are your boat name, index/registration number.

All references to the terms – we, NBCYC or our .. means the Nantwich and Border Counties Yacht Club. All references to your or member means you.

At the NBCYC we are committed to protecting and respecting your privacy

This privacy policy sets out how and why the NBCYC collects personal information about the members of our club, how we use it, how we protect it and your rights in relation to it. We will always comply with the General Data Protection Regulation 2018 (GDPR) rules when dealing with your personal data or when you browse the Club’s website.

The type of information we collect from you

When you apply to join NBCYC or apply for a mooring the JotForm on-line application collects personal information provided by you which is submitted on completion to the webmaster and forwarded to the Membership Secretary and Harbourmaster. The data you provide is used as a basis to process your applications for membership and mooring allocation. Designated club officials will hold this information. It is never shared with third parties without your consent.

We collect and use the following data:

• Name – Title, Forename/s and Surname.
• Full Postal Address – including Postcode.
• Contact details – home and mobile telephone numbers and email addresses.
• Boat details including insurance, licence details and Boat Safety compliance

How we use your information

All the personal data we process is processed by our members in the UK, however for the purposes of IT hosting and maintenance, certain information (such as e-mails) are located on the IONOS web servers

How we process your data summary

Under the GDPR, effective from 25th May 2018, NBCYC must declare the lawful bases upon which we use your data. To comply with GDPR and manage the NBCYC efficiently we use five lawful bases as follows: Contract, Legal Obligation, Legitimate Interest, Consent and Vital Interests. A full explanation of ‘Lawful bases’ can be found on the Information Commissioner’s Office (ICO) website

Contract

We use your name, address, boat details and contact details to send you invoices for your membership and mooring fees and information about Annual General Meetings and Extraordinary General Meetings.

Legal Obligation

If you are (or become) a NBCYC Club Director by membership of Council

your personal details are forwarded to Companies House to register you as a director.

Legitimate Interest

You will be issued with a secure login to access a ‘Members Only’ area of the website where you can find information about the club’s social calendar, club minutes and contact details of all the NBCYC Officers. We use your name, address, contact details and boat details to send you information relating to club business.

Consent (see below for details)

• You have control over how the NBCYC uses some of your data. You also have the right to change your mind and opt-out at any time by writing to the NBCYC Registered Office.

Vital Interest

We use this to manage the vital interests of our members and their dependants. The Commodore, or a Director will only use any emergency contact you have supplied to us in the event of necessity.

How we process your data in detail

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Type of information	Purposes	Lawful Basis for processing
Member’s name, address, telephone numbers, email address and boat details.	Will be used to contact you about NBCYC business such as sending you: • invoices for your membership and mooring fees • information about AGMs and EGMs	Performing the Club’s contract with the Member.
Vice Commodore	Jeanette Taylor	vice-commodore@nbcyc.club
Officers	Name & Photo	E-mail address
Hon. Treasurer	Julia Hallam	treasurer@nbcyc.club
Hon. Membership Secretary	Dawn Blunden	membership-secretary@nbcyc.club
Social Secretary	Pauline Woods	social-secretary@nbcyc.club
Hon. Media Editor	Ian Law	media-editor@nbcyc.club
Hon. Minutes Secretary	Rosemary Hale	minutes-secretary@nbcyc.club
Hon. Land & Buildings Officer	Chris Taylor	land-buildings@nbcyc.club
Hon. Assistant Land & Buildings Officer	John Blunden	assistant-land-buildings@nbcyc.club
Hon. Harbourmaster	Alan Jackson	harbourmaster@nbcyc.club
Hon. Asst. Harbourmaster	Paul Wolf	assistant-harbourmaster@nbcyc.club
Elected Council Members	Name & Photo	E-mail address
Council Member	George Hunt	george-hun@nbcyc.club
Council Member	Stuart Robinson	stuart-robinson@nbcyc.club
Council Member	Rick Moore	rick-moore@nbcyc.club
Company Secretary	Colin Pierce	company-secretary@nbcyc.club

 

Type of information	Purposes	Lawful Basis for processing
Member’s name, address, telephone numbers, email address and boat details	Will be used to contact you about NBCYC business such as sending you : • invoices for your membership and mooring fees • information about AGMs and EGMs	Performing the Club’s contract with the Member
Member’s name and email address	Receive our on-line Club Newsletter and be notified of updates / changes to club activities	Consent - You can opt-out at any time
Member’s name, bank sort code and account number	To pay or repay club fees and other expenses by cheque or by BACS. Sharing minimal personal data as necessary with third parties i.e. the club’s bank	Consent - We will seek the Member’s consent on the membership form before collecting and sharing your data with a third party
Member’s telephone numbers, email address and boat details	To contact members about: (1) membership issues (2) volunteering opportunities (3) issues relating to your boat (4) any information that the Council think it appropriate that members should be made aware of	For the purposes of our legitimate interests in operating the club
Member’s minimal personal details as necessary	Sharing personal data as necessary with third parties: Association of Waterways Cruising Clubs (AWCC) Canal & River Trust (C&RT) and Inland Waterways Association (IWA)	NBCYC use legitimate interest for sharing information with third parties
Member’s personal details as necessary, including date of birth for Companies House registration	Sharing personal data as necessary with third parties: Companies House	NBCYC use legal obligation for sharing this information for those club members who are elected as members of Council (Directors)

Type of information	Purposes	Lawful Basis for processing
Member’s name, address, telephone numbers, email address and boat details.	Will be used to contact you about NBCYC business such as sending you: invoices for your membership and mooring fees information about AGMs and EGMs	Performing the Club’s contract with the Member.
Member’s name and email address	Receive our on-line Club Newsletter and be notified of updates / changes to club activities	Consent. You can opt-out at any time
Member’s name, bank sort code and account number.	To pay or repay club fees and other expenses by cheque or by BACS. Sharing minimal personal data as necessary with third parties i.e. the club’s bank	Consent. We will seek the Member’s consent on the membership form before collecting and sharing your data with a third party.
Member’s telephone numbers, email address and boat details.	To contact members about: membership issues volunteering opportunities issues relating to your boat any information that the Council think it appropriate that members should be made aware of.	For the purposes of our legitimate interests in operating the club
Member’s minimal personal details as necessary.	Sharing personal data as necessary with third parties: Association of Waterways Cruising Clubs (AWCC), Canal & River Trust (C&RT) and Inland Waterways Association (IWA)	NBCYC use legitimate interest for sharing information with third parties.
Member’s personal details as necessary, including date of birth for Companies House registration.	Sharing personal data as necessary with third parties: Companies House.	NBCYC use legal obligation for sharing this information for those club members who are elected as members of Council (Directors)

 

How we protect your personal data

Web Browsing

The NBCYC website is created with WordPress software. Some cookies are essential for WordPress.org to perform basic functions including those required to allow registered users to authenticate and perform account related functions. Links to the club’s Facebook page, the PhotoBlog page and the moorings application form – (JotForm) are controlled by other agencies. Their cookie policy will be displayed when you view those pages and they are compliant with GDPR regulations. The web hosting company (IONOS UK) uses traffic logs to identify the site’s most popular pages. This data is used for statistical analysis purposes only. It does not identify individuals who use the club’s website.

Links to other websites

The club website contains links to other websites of interest. Please note that once you use those links and leave our site, we do not have any control over those other websites. We cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites.

Password security

Access to certain areas of this website is restricted to Club Members only. You will need a user ID and password to enable you to access these Members’ Only pages. We ask you not to share your password with anyone. We endeavour to ensure that the information provided on this website is correct and that the website is kept up-to-date. For convenience, most browsers can store your login details if you permit. This information will only be retained until you clear the computer’s cache and will then need to be re-entered.

E-mail privacy

When you give us personal information, we take steps to ensure that it’s treated securely. Non- sensitive details (your email address and the content of your email etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. If you correspond with us via the website’s Contact Us page, this information will be submitted directly to the webmaster of the NBCYC website. The data will be stored on the webmaster’s computer and also on the secure web servers of the web hosting company : IONOS UK. If your enquiry requires the attention of a Club Officer e.g. treasurer or membership secretary, those details will be forwarded only to the appropriate officer. The club does not share any of your information with anyone, apart from the appropriate NBCYC officials. While we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.

Photographs

Photographs of members participating in club activities are used on the club website to promote the club. You will not be identified by name on any of the photographs unless you authorise it in writing to the Club’s Media Editor. Please contact us if you wish to have any photographs of you removed from the website or from the Club’s Facebook page.

Profiling

We do not analyse your personal information to create a profile of your interests and preferences.

Who else has access to the information you provide us?

We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above identifying the lawful bases for processing your data.

We will only share your details with third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services. We only disclose the personal data that is necessary for the third party to deliver the service. We have a contract in place that requires them to keep your information secure and not to use it for their own purposes.

How long do we keep your information?

We will hold your personal data on our systems for as long as you are a member of the Club.

We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data and delete it, except that we will retain such of your personal data in an archived form to be able to comply with future legal obligations and the establishment exercise or defence of legal claims.

Once we no longer need to retain your data under the provisions of the clause above, we will delete all your personal data except for your name and date of leaving, which will be retained to ensure the data integrity of our archive systems (e.g. the recording of historical event participation).

On leaving the club, any photographs of you or your boat which directly link to your identity will be deleted at your request, but general photographs taken at Club events on which you may appear will not be removed, as these form part of the Club’s history archive. Likewise, any photographs that you have uploaded to the Club’s Facebook page are part of the Club’s history archive and will not be deleted.

If circumstances require it, we will delete your data at your request, subject to the limitations listed in the above clauses.

Your rights

You may request details of your personal information which the club holds under the Data Protection Act. If you believe that any information held by the NBCYC is incorrect or incomplete, please contact the NBCYC in the first instance by either e-mail or letter. Email addresses of Council Officers/Members can be found on the website in the ‘Members Only’ section, on the ‘Club Council’ page.

You have the following rights under the GDPR:

• to access your personal data
• to be provided with information about how your personal data is processed
• to have your personal data corrected
• to have your personal data erased in certain circumstances
• to object to or restrict how your personal data is processed
• to have your personal data transferred to yourself or to another business in certain circumstances.

Withdrawing your consent

As an NBCYC member you may withdraw your consent at any time by contacting us by email or letter.

To change your personal details or withdraw other consent email your request to: membership- secretary@nbcyc.club

If you do not have an e-mail address, but wish to change any of your details or withdraw consent, please write to the Membership Secretary, NBCYC, Nantwich Basin, Chester Road, Nantwich, CW5 8LB

Making a complaint

Please contact us in the first instance. You have the right to take any concerns about how we process your personal data to the Information Commissioner Office (ICO).

You can write to ICO at:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Telephone: 0303 123 1113.

Further details on the GDPR can be found at the Information Commissioner’s Office website.

Review of this Policy

We keep this Policy under regular review.

For more details, please address any questions, comments and requests regarding our data processing practices to: membership-secretary@nbcyc.club

This policy was last updated on Saturday, 22nd June 2024