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:

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
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
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.

Use this form to send an email to another member. You may only send to one member at a time. Your registered email address will be passed on to this member but you may also include alternative contact details.

Note: Emails sent via the website are not entirely private. A copy of every email is held on the database and this can be accessed by certain club administrators using the Sent Emails page.

From

Alternative contact email

Another email address which the recipient can use to contact you.

Alternative contact details

Other contact details which the recipient can use to contact you e.g. phone number.

Subject

Message

Copy this message to my email address

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Title

Description

Requested Membership Subscriptions

One or more of the requested Membership applications require approval. You will be emailed if your request has been approved and, at that point, you will be able to view and accept or reject the membership offer and proceed with payment. will be emailed once the request has been approved and, at that point, they will be able to view and accept or reject the membership offer and proceed with payment.

Subscriptions have been automatically approved and have been added to your basket. Please now proceed there to make payment.

Pay for Subscriptions

Reference	Name	Category	Costs
			Joining Fee Cost /	View Manage

Group Subscriptions

- :

You have requested one or more group membership subscriptions. You should now use the register buttons below to add additional members into the available slots.

No.	Membership
	One of:

Next Steps

GoCardless Direct Debit —

scheduled to be collected automatically by GoCardless. There is no need to record manually unless the GoCardless notification has been missed.

If you do record it: entering the GoCardless payment reference (e.g. PM...) will allow the duplicate notification to be safely ignored. If you use an unknown or incorrect reference, myClubhouse may incorrectly mark the as paid when it processes the collection.

Stripe —

scheduled to be collected automatically by Stripe. There is no need to record manually unless the Stripe notification has been missed.

If you do record it: entering the Stripe charge reference (e.g. ch_...) will allow the duplicate notification to be safely ignored. If you use an unknown or incorrect reference, myClubhouse may incorrectly mark the as paid when it processes the collection.

Scheduled Electronic Payment

scheduled to be collected automatically by . There is no need to record manually unless the provider's notification has been missed. If you mark it as paid and the automatic collection also succeeds, the payment may be recorded twice.

GoCardless Direct Debit Stripe — RE: : GoCardless Direct DebitsStripe paymentsPayments via are normally recorded automatically. There is no need to record manually unless has been missed. Please enter the exact payment reference where possible. Payments with different references must be recorded separately.

Payee

Paying User

Payment Date

Payment Method

Amount

Refunds may be recorded using negative amounts.

Payment Reference

Notes

Allocation to Due Payments

Select the due payments that are covered by this received payment.

Unallocated Amount

	ID	Purchaser	Purchase	Amount	Due Date	Allocated Amount
— scheduled for automatic collection
						£

No due payments.

Applied Discounts

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Error:

Subscription is .

Confirmed payments
Already recorded
To be recorded

Payment subscription(s):

— inactive

All payments are recorded, but the subscription is no longer active and at least one payment subscription is still marked active. Click Proceed to deactivate it and cancel any future due payments.

All confirmed payments are already recorded.

Payment on is for .

This amount doesn't match the sum of the payment subscriptions. Please enter how the amount should be distributed:

Payment Subscription	Suggested	Actual Amount

Total entered

Enter 0 for any subscription whose payment has not been collected — it will be marked inactive.

Actions performed:

No payments required recording.

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