GDPR Compliance

What is the GDPR?

The General Data Protection Regulation (GDPR) imposes strict controls on how all organisations collect and process personal data within the EU and/or the personal data of EU citizens.

The enforcement of the GDPR is overseen by the UK's supervisory authority, the Information Commissioner's Office (ICO). It ensures that everyone is playing by the rules and that the rights of data subjects - the people whose data is being processed - are correctly protected.

Those individuals or businesses which determine the purposes and means of processing personal data are referred to as data controllers under the GDPR, whereas a data processor is responsible for processing data on behalf of the data controller.

The regulation outlines six key principles for organisations that process individuals' personal information. These are that data shall be:

• processed lawfully, fairly and transparently
• collected for specified, explicit and legitimate purposes
• adequate, relevant and limited to what is necessary for processing
• accurate and kept up to date
• retained only for as long as necessary
• processed in an appropriate manner to maintain security

What has SailingClubManager done to prepare for GDPR?

We're constantly improving the technical and organisational security measures we have in place to protect your data and are committed to being fully compliant with GDPR. We will also support you with your own compliance obligations regarding any customer data held within SailingClubManager.

Here are some of the ways we are committed to GDPR compliance:

Awareness & accountability

We have a company-wide commitment to compliance with the GDPR. Everyone working at SailingClubManager understands what their own responsibilites and those of the company are.

Audit

We have undertaken an extensive audit to clearly document what data we hold, where we hold it, where that data comes from and where it goes. This enables us to keep track of all data and helps us to make the right decisions when it comes to making sure that your data is always protected.

Policies

We updated our privacy policy so that you can see exactly how, why and where we may be processing your data, and how long we hold it for. We also let you know what to do if you don't think we're doing a great job.

Basis and consent

By signing up to SailingClubManager , you are entering into an agreement which gives us a legitimate basis to process your data, in line with GDPR requirements. In other words, in order for you to benefit fully from using SailingClubManager, we need to process some of your data.

However, in order to keep you up to date with helpful tips, events, exciting news and offers, we will need your explicit consent. We make sure it's obvious where and how you can agree to this and you can unsubscribe from these updates at any time.

Your rights

Under the GDPR you have the right to see a full copy of any data we hold about you, and also the right to request that it is fully deleted from our system (although we may be required to keep some records to ensure that you are not contacted in future, or to comply with any legal obligations).

This is also true for the data you hold about your members and contacts within SailingClubManager - you need to be able to adhere to GDPR requirements too and it is our job to help you do that.

How does SailingClubManager help you comply with GDPR?

As we act as a data processor for our customers, we are committed to ensuring that you are able to meet your own obligations as a data controller.

As a data controller, you need to be able to respond to data requests from your contacts (the data subjects) in SailingClubManager.

As far as the data in SailingClubManager is concerned, this includes:

Keeping data secure

We are constantly improving our security measures to keep the information we hold within SailingClubManager safe and whenever we work with third parties (subprocessors) to help us provide our service, we ensure that their security processes are as robust as our own.

We are continually adding features to our service to improve security.

Keeping data accurate and up to date

SailingClubManager makes it easy for you to maintain an accurate and up-to-date record of your contact's details. When you update a contact's information on their contact card, SailingClubManager automatically pulls the latest information through to any new invoices or emails. This only applies to newly created documents, however; any historic invoices or emails stored in SailingClubManager will still contain the information that was correct at the time you created them. This is because HMRC says that you need to keep full copies of your historic information.

Providing access to an individual's data

The member portal area of the website provided with each SailingClubManager account makes it easy for your contacts to view all the data you hold on them.

Deleting a contact's data

If one of your contacts asks for their information to be permanently removed from your records, they have the right to have their data deleted as fully as possible. Under GDPR this is the responsibility of the data controller, so if one of your contacts asks SailingClubManager to do this, we have to refer them back to you. Your legal obligations to HMRC come before an individual's right to be forgotten under GDPR, and we've built safeguards into our software to make sure you balance both of these requirements.

Once you've created a transaction (e.g. an invoice, membership, boat, berth allocation or booking) for a contact, you will only be able to delete that contact once you've deleted all the transactions relating to them in SailingClubManager . Once you have done this, you will see the option to 'delete' in that contact's details screen.

However, because HMRC requires organisations and limited companies to keep a copy of their records for at least six years after their accounting year end, you should not delete a contact from SailingClubManager with transactions that fall within these periods.

In addition, SailingClubManager doesn't allow you to delete transactions that have allocated payments, which means that you won't be able to delete any contacts with transactions. In this way, SailingClubManager helps you to ensure that you are not deleting any information that you are required to keep for HMRC.

Keeping data secure

We are constantly improving our security measures to keep the information we hold within SailingClubManager safe and whenever we work with third parties (subprocessors) to help us provide our service, we ensure that their security processes are as robust as our own.

Keeping data accurate and up to date

SailingClubManager makes it easy to maintain up-to-date records. Updating a contact's information on the contact details page will automatically pull the latest information through to their account. Similarly if a contact updates their information via the member portal, this will pull through to your dashboard.

Contacting us

If you ever want to contact us about GDPR, data protection or to find out more about how we process your data, please feel free to drop an email to support@SailingClubManager.com and somebody will get back to you as soon as possible.

Where can I learn more about GDPR?

The UK Information Commissioner's Office website is a great resource for GDPR information: https://ico.org.uk

The RYA are providing advice for affiliated clubs via the Club Zone pages: RYA Club Zone - Sign In | Club Zone | RYA

Last updated 11:36 on 11 February 2023