Wessex Cave Club Membership & Administration Website

Privacy Policy

Privacy Notice for Wessex Cave Club

Wessex Cave Club takes your privacy seriously. We are a “controller” of the personal information that you provide us with. We will act as a “data processor” for any “personal data” that we are provided with which we need to administer the operation of Wessex Cave Club. We will ensure that the data we are given about you is processed in line with our organisation’s Data Protection Polices and in line with your rights under the Data Protection Act 2018 and the EU General Data Protection Regulations.

We have summarised some of the key ways in which we deal with this information below.

Information held.

Information may be held in paper form or electronic form depending on usage.

Information can broadly be split into the following classes:

  1. Data used for general administration of the club
    1. a database containing Members’ and Others’ personal data
    2. a copy of the Members’ contact details is held in a password protected area of the Wessex Cave Club web site
    3. a commercial list-server containing names and email addresses
  2. Data used for general administration of Upper Pitts
    1. a database containing Members’ names and key token data
    2. paper signing in sheets recording usage
    3. CCTV monitoring access
    4. a booking diary is held on the Wessex Cave Club web site
  3. Data used for general access to and control of caves
    1. paper sheets recording equipment, including cave keys, usage
    2. paper sheets recording Charterhouse Caving Company Ltd permits issued
    3. Log Book recording caving activities

Members’ personal data we hold

The types of data we hold and process will typically include

  • Contact details, including name, address, telephone numbers and email address.
  • Identifying details, including date of birth.
  • Information relating to your length of membership.
  • Other information in relation to your membership, for example payments made.

We obtain some of this personal data directly from you. We may also obtain data from other sources including public databases.

Others’ personal data we hold

  • Contact details, including name, address, telephone numbers and email address for Journal distribution.
  • Contact details, including name, address, telephone numbers and email address for Upper Pitts administration.
  • Contact details, including name and address for access to Charterhouse Caving Company Ltd caves.
  • Payments made.

What will we do with your personal data?

We will use this personal data to administer the Club and to comply with our legal obligations.

From time to time we will share your personal data with third parties, in order to comply with our obligations under law and in connection with the provision of services that help us carry out our duties. These organisations include but are not limited to:

  • British Caving Association
  • Charterhouse Caving Company Ltd
  • Simmetrics Ltd / My Clubhouse
  • South Wales Caving Club

What is the legal basis for our use of your personal data?

The legal basis for our use of your personal data will generally be one or more of the following:

  • we need to process your personal data to satisfy our legal obligations and/or
  • we need to process your personal data for the legitimate interests of administering and managing the Wessex Cave Club.

What is the legal basis for our use of your personal data?

The legal basis for our use of your personal data will generally be one or more of the following:

How long will we hold your data?

We will only keep your personal data for as long as we need it to administer Wessex Cave Club and to deal with any questions or complaints that we may receive about this, unless the law requires us to keep it for a longer period.

Your rights

You have a right to access and obtain a copy of the personal data that we hold about you and to ask us to correct your personal data if there are any errors or it is out of date. In some circumstances you may also have a right to ask us to restrict the processing of your personal data until any errors are corrected, to object to processing or to transfer or (in very limited circumstances) erase your personal data. You can obtain further information about these rights from the Information Commissioner’s Office at: www.ico.orq.uk.

If you wish to exercise any of these rights, please contact the Membership Secretary of Wessex Cave Club. You also have the right to lodge a complaint in relation to this notice or our processing activities with the Information Commissioner’s Office, which you can do through the website above or their telephone helpline.

Contacting us

Please see the website www.wessex-cave-club.org for further information.

Use of Email Tracking Pixels

All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.

Data Processor

We, Wessex Cave Club, make use of the myClubhouse software supplied by Simmetrics Ltd to process personal data we include on our myClubhouse website in accordance with our privacy policy set out above. Simmetrics Ltd processes your personal data on our behalf and they can only do so in accordance with our written instructions. You can find the details of our data processor’s privacy policy here: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.