Our Privacy Policy
The Southampton University Boat Club (SUBC) recognises the importance of privacy and data protection and our duties to comply with relevant legislation. This privacy policy explains how SUBC uses the personal data we collect from you when you use our website.
Data Protection Principles
We will comply with data protection law and principles, which means that your data will be:
Used lawfully, fairly and in a transparent way.
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those purposes.
Accurate and kept up to date.
Kept only as long as necessary for the purposes we have told you about.
Kept securely
What data does the Club collect?
In connection with providing you with access to the Watersports Centre and rowing and alumni programs we will collect the following categories of data about you:
The data you have provided relating to yourself, including name, title, email address, contact number.
Photographs;
What if you do not provide your data?
If you fail to provide data when requested, you will not be able to participate in club sanctioned events.
Why does the Club process data?
We need to process your data to ensure that you are part of the alumni program.
Right to withdraw consent
Where you have given your consent to us processing your data you have the right to withdraw that consent for processing at any time. To do this please contact the club.
Once we have been notified, we will destroy any documents you have provided with us and they will no longer be accessible to anyone.
Processing for limited purposes
We will only process your data for the specific purpose or purposes that we tell you about, or if specifically permitted by the Data Protection Act UK 2018. If that is ever the case, we will let you know.
Accuracy
We will keep the data we store about you accurate and up to date as relevant to the purpose or purposes for which we process it. Data that is inaccurate or out of date will be destroyed. Please notify us if your details change.
How will your data be collected?
We will obtain your data via online form and/or email. Once you have provided the alumni secretary with the relevant documents, they will be deleted from their email feed.
How will your data be secured?
Documents will be securely stored on a restricted access sharepoint.
Holding and retaining your data
We will retain your data for 60 calendar years, from the date of collection, as this is the maximum time period expected for engagement with our activities. Once this time period has expired, we will delete your data, unless further consent is given for its extended retention.
Who has access to your data?
The Alumni secretary, President and Secretary of SUBC.
How will we use your data?
SUBC collects your data so that we can:
Email you with news updates and invitations to events
Effectively monitor and plan our fundraising efforts in line with our mission statement
Set up networking connections between individuals of similar careers and career ambitions
Make improvements to our website and email update
Marketing
The SUBC would like to send you information about products and events of ours that we think you might like (for example merchandise and invitations to reunion events).
SUBC will not share your data with other companies or organisations for marketing purposes.
If you have agreed to receive emails from us, you may always opt out at a later date.
Your rights
SUBC would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access – You have the right to request SUBC for copies of your personal data.
The right to rectification – You have the right to request that SUBC correct any information you believe is inaccurate. You also have the right to request SUBC to complete the information you believe is incomplete.
The right to erasure – You have the right to request that SUBC erase your personal data, under certain conditions.
The right to restrict processing – You have the right to request that SUBC restrict the processing of your personal data, under certain conditions.
The right to object to processing – You have the right to object to SUBC’s processing of your personal data, under certain conditions.
The right to data portability – You have the right to request that SUBC transfer the data that we have collected to another organization, or directly to you, under certain conditions.
If you would like to exercise these rights, please email the club at: boatclub@soton.ac.uk
Cookies
Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our website, we may collect information from you automatically through cookies or similar technology
For further information, visit allaboutcookies.org.
How do we use cookies?
SUBC uses cookies to improve your experience on our website, including:
Understanding how you use our website
How to manage cookies?
You can set your browser not to accept cookies, and the above website (allaboutcookies.org) tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.
Privacy policies of other websites
The SUBC website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.
If you would like to exercise any of your rights don’t hesitate to contact us.