PRIVACY POLICY
Page last reviewed: 24/05/2018


This site is provided and managed by Plymouth City Roller Derby C.I.C, Community Interest Company (CIC), Company number 07610889, with its registered address at:
5 Freedom Square, Freedom Square, Plymouth, England, PL4 7QP. Email: plymouthcityrollerderby@gmail.com
This Privacy Policy explains our policy for dealing with personal information that we collect through our website http://www.plymouthcityrollerderby.co.uk, any related Plymouth City Roller Derby website, social media page, internal website, intranet and any Plymouth City Roller Derby mobile applications (each, a “Website”), and the privacy of individuals who provide personal information by any other means to Plymouth City Roller Derby, including either physically, verbally or electronically, such as through third-party sites, for example from Paypal, izettle. You should note that through this site you may reach or be directed to other sites that relate to Plymouth City Roller Derby; all these sites have their own privacy statements which are similar to this one but may vary slightly.
By using our website or providing us with your personal information you are agreeing to this Policy. We may update this Policy from time to time without notice to you, so please check it regularly.

 

What information is collected?
Plymouth City Roller Derby collects personal information that you provide to us for a nominated purpose. This information may include but not be limited to name, address, telephone numbers, date of birth, email address, a record of communications we’ve had with you, your communication preferences, your subscription or membership fees, photos and videos, next of kin details if you train with or participate in an event with us, and bank/credit card details.


How Plymouth City Roller Derby collects your personal information?
Where possible, Plymouth City Roller Derby will collect personal information directly from you. This may include a number of ways, such as through signing up to become a member, waivers, payments online, purchasing merchandise, taking part in an event.
This could be via our website http://www.plymouthcityrollerderby@gmail.com, any related Plymouth City Roller Derby website, social media page, internal website, intranet and any Plymouth City Roller Derby website mobile applications (each, a “Website”), through third-party sites for example Paypal, Survey Monkey. 
If you are under 18 years of age, you should obtain your parents'/guardians' permission beforehand whenever you provide personal information.
How Plymouth City Roller Derby uses your data?
Plymouth City Roller Derby may collect your personal information for a number of purposes, including: membership, training, committee membership, events, bouts, community fundraising, advocacy and other activities where we seek the community’s assistance, we need to communicate to you about training, bouts and events, marketing and filming and/or taking photos to use in future marketing materials.
Plymouth City Roller Derby asks for consent* to contact you by email. This means you’ll only hear about the work we do via this communication channel if you have told us it’s OK to contact you in this way. Some types of communication are emails about membership, training, committee membership, newsletters, charity support, information about events and bouts.

Plymouth City Roller Derby will rely on the concept of Legitimate Interest** to send you marketing information by post at the address you have provided us. This means that we may send you post until you tell us you no longer want to receive communications via this channel. Some types of mailings you may receive from us are notifications about bouts, events, training. To opt-out of post at any point, please get in touch to let us know.


If you would like to stop receiving marketing communications by any of the above channels do get in touch at 5 Freedom Square, Freedom Square, Plymouth, England, PL4 7QP. Email: plymouthcityrollerderby@gmail.com (Please add ‘Personal Data Request’ to the subject line).
* Consent must be freely given, specific, informed and unambiguous, and kept separate and distinct from other terms and conditions. It must be as easy to withdraw as to give, and can be withdrawn at any time
**Legitimate Interest can be used to process personal data as long as the personal interests of Plymouth City Roller Derby are not overridden by the individual’s interests and fundamental rights
Retail - online or physical: for fulfilment of products such as the merchandise purchased and services
Research: to conduct and/or fund research into Plymouth City Roller Derby league services or research into member’s attitudes
Analysis, targeting and segmentation: to allow us to gain a deeper insight into our members so we are able to send information which is tailored and relevant. The information used could be your preferences, interests, and capacity to participate in Plymouth City Roller Derby activities. This may be by desk research, profiling and screening techniques to analyse your personal information so we can build a profile to contact you with relevant information, to use for fundraising purposes or to help us find other people like you who might like to show their interest in and support for our league. In certain instances, we may add publicly available information to our analysis - for example addresses, information from Companies House or Charity Commission Registers, newspaper and web articles, social media posts. This helps to give us a fuller picture of who supports Plymouth City Roller Derby and whether it is appropriate to make an approach for fundraising, sponsorship, or membership. This helps us to make appropriate and relevant approaches and target our resources more effectively. 
Other issues: communicating with you in relation to our league operations and activities to improve and evaluate our league and to comply with relevant laws.


Who does Plymouth City Roller Derby disclose your personal information to?
Plymouth City Roller Derby will not sell, trade, rent or otherwise pass on your personal data to others, except as described in this privacy policy or with your prior consent.
We may share personal data with service providers who perform functions and services on our behalf. Such third parties will be provided with personal data necessary to perform the services on our behalf but are not authorised to use such information for any other purposes. We will have the relevant processing agreements in place to adhere to legal requirements
We may share or disclose your personal information if we are required to do so by any law or court order.


What if I don’t want you to use my details anymore?
If you have provided us with your details, but decide at a later date that you no longer want to receive communications and/or information from us, or if you wish to update us that your contact details have changed, simply let us know by:
Sending an email to plymouthcityrollerderby@gmail.com
Writing to the following postal address: 5 Freedom Square, Freedom Square, Plymouth, England, PL4 7QP. Or by informing a committee member in writing. Instructions for unsubscribing from e-mails will also be included in each e-mail communication we send.
You now have the right to be forgotten which mean you can request for your identifiable data to be deleted. In order to fulfil this request, we’ll archive your record on our database, removing your personal identifiable data, but we’ll also need to keep a suppression list so we always have a record of your request to make sure we never contact you again. However, in some circumstances there will be a legal reason for us to keep a record such as there being financial information which must be kept for six years.


How does Plymouth City Roller Derby keep your information secure?
Plymouth City Roller Derby will take such steps as are reasonable in the circumstances to protect the personal information that it holds from misuse, interference and loss and from unauthorised access, modification or disclosure. We will take reasonable steps to ensure that hard-copy and electronic records containing personal information are stored securely. This includes having internal policies that require that records containing personal information are only accessible by people within Plymouth City Roller Derby who have a genuine “need to know”.
No data transmission over the internet can be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, Plymouth City Roller Derby cannot ensure or warrant the security of any information you transmit to us over the internet, and you do so at your own risk. Once we receive your transmission, we make reasonable efforts to try to ensure its security both on our systems and while in transit between our systems and the systems of the companies who provide us with various services.
Plymouth City Roller Derby will take such steps as are reasonable in the circumstances to destroy or de-identify personal information should Plymouth City Roller Derby no longer need the information and the information is no longer required to be kept by law or an order of a court/tribunal.


How does Plymouth City Roller Derby keep your payment information secure?
Online payments are securely processed by our PCI (Payment Card Industry) compliant payment service providers. Your payment details are collected in an encrypted form (SSL Protocol). Any offline payments that you make by cheque, monthly debit or credit card are securely processed either by Plymouth City Roller Derby or our PCI compliant trusted service providers. Any credit card details provided to Plymouth City Roller Derby over the phone are retained only for as long as it takes to securely process your payment.


How does Plymouth City Roller Derby use cookies?
For each visitor to our website, our server automatically recognises and stores the visitor's domain name. In addition, our website uses cookies. To enhance your experience when using our website, these cookies may automatically collect information from you such as pages viewed and payment details if made. We also use cookies for tracking the statistics of our website. This allows us to better understand our users and improve the layout and functionality of our website. This tracking is conducted in such a way to ensure the anonymity of visitors.
Most web browsers are set by default to accept cookies. However, if you wish to restrict or block web browser cookies you can do this through your browser settings via the 'Help' function. Alternatively, you may wish to visit www.aboutcookies.org, which contains comprehensive information on how to do this on a wide variety of desktop browsers.


Third party cookies
To better communicate about Plymouth City Roller Derby’s work, we sometimes embed photos and video content from websites such as Flickr and YouTube. Pages with this embedded content may present cookies from these websites. Similarly, when you use one of the 'share' buttons on our website, a cookie may be sent by the service you have chosen to share content through. Plymouth City Roller Derby does not control the dissemination of these cookies; you should check the relevant third party website for more information about these.
In addition, if you linked to our website from a third party website, we cannot be responsible for the privacy policies and practices of the owners or operators of that third party site and recommend that you check the policy of that third party site and contact its owner or operator if you have any concerns or questions.


Where is your information stored?
Information submitted by you may be transferred by us to our secure filing system.
How can you access your personal information?
You have the right to request a copy of the personal information which Plymouth City Roller Derby holds about you and to have any inaccuracies corrected. Please address requests to the Data Protection Officer email: plymouthcityrollerderby@gmail.com

 

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