This notice is to explain how we may use personal information we collect before, during and after your time as a member of Cambridge Canoe Club (CCC). It explains how we comply with the law on data protection and what your rights are in relation to your personal data. For the purposes of the data protection law, we will be the “controller” of your personal information in relation to your membership of CCC.
We are the Cambridge Canoe Club (https://www.cambridgecanoeclub.org.uk, registered company no. 13806747). We provide opportunities (courses, trips and social paddling and competitive events) for our members and prospective members to take part in a range of different paddling sports.
The Legal basis for processing your data are paragraphs 1(a) (“consent”) and 1(f) (“legitimate interest”) of Article 6 (“Lawfulness of processing”) of the UK GDPR. More details can be found here: https://www.legislation.gov.uk/eur/2016/679/article/6
We may collect the following information from you based on our legitimate interests as a club offering you participation in courses and other club activities and events, offering you usage of club facilities, and managing your club membership..
In addition, we may use your contact details on a consent-basis in order to
If you use the “Contact Us” form on our website, we store the contact details you provide for the purpose of responding to your inquiry.
The contact details we collect from you are used to communicate with you in regards to your membership, to club matters such as the club AGM, to the usage of club facilities, and to matters relating to the safety of club activities and unsafe river conditions.
Other personal information we collect allows us to consider the demographic of the membership and any accessibility needs when planning activities and deciding on the provision of courses, equipment and other resources.
If you have booked an event, we may use your contact details to let you know of any pre-event information you need to be advised of, and to contact you in the event of a cancellation or change in arrangements or an emergency situation requiring immediate action
Training records enable CCC to determine if we can run an activity, competently and safely and meet our obligations as a deployer under the law.
Membership records are used as required to prepare our annual company accounts for filing at Companies House.
Your personal information detailed above is processed on our behalf by the provider of our club management system “MyClubhouse”, Simmetrics Ltd, 13 Southway, Carshalton, Surrey, SM5 4HP. Simmetrics Ltd in turn may use third party providers of data storage and other processing services.
For full details of their Privacy Policy, please see https://www.myclubhouse.co.uk/Home/PrivacyPolicy
Access to your personal data by CCC is on a “needs-to-know”-basis, limited to those club officers who use the data for the legitimate purposes detailed in this policy. On the same grounds, data may be shared with event organisers as required by the nature of the event and to ensure safety of the participants.
CCC share anonymised data with Paddle UK, the national governing body for paddlesport in the United Kingdom to whom CCC are affiliated.
We will hold your personal data for a maximum period of two years from the date you have last held membership, participated in a club event or used your log-in to the club website. After this period, your data will be deleted unless we are required to hold any part of your personal data by law.
Personal information shared with CCC event organisers is deleted within four weeks after the event has taken place.
If you wish to contact us:
then please send an email with your request to privacy@cambridgecanoeclub.org.uk
We may withhold your information if required to do so by law.
If you are concerned about how Cambridge Canoe Club is using your information you can contact.
Information Commissioner’s Office (ICO)
Telephone: 0303 123 1113
Textphone: 18001 0303 123 1113
Monday to Friday, 9am to 5pm
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
We will take reasonable technical and organisational precautions in accordance with applicable data protection laws to prevent the loss, misuse or alteration of Personal Information provided to us.
Security precautions taken by the data processors Simmetrics Ltd are detailed in their Privacy policy https://www.myclubhouse.co.uk/Home/PrivacyPolicy
You are responsible for keeping your password and other login details secure. Club officers will never ask you for your password.
Whilst we have security processes in place to help protect your Personal Information and to prevent unauthorised access to and use of your Personal Information, you acknowledge that Personal Information that is transmitted over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
18th February 2025
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.
We, Cambridge Canoe 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.