OCW Data Privacy Notice : General Data Protection Regulations (GDPR)

At Oyster Coast watersports (“OCW”, “we” or “us” ) we are committed to facilitating and promoting water sports and In order to do this we collect and use personal data.
This Data Privacy Notice describes what personal information we collect or obtain about you and how we use it in line with the General Data Protection Regulations (GDPR) effective 25th May 2018. An important change under the regulations is that we need to provide a clearly written Data Privacy Notice (this document) to explain how we collect and use personal information and to obtain your explicit consent to retain your personal details.

WHAT INFORMATION DO WE RECEIVE OR COLLECT?
The categories of personal information that we may collect and hold include:
• Personal information as requested on the appropriate OCW forms whether completed and returned electronically or on paper, such as your name, address, e-mail address, telephone and/or mobile number and the name, address, email address and phone number of your next of kin and/or emergency contact.  
• Characteristics (in particular disability) for RYA reporting purposes.
• Relevant training records of instructional and safety boat staff, such as qualifications, experience and any accompanying notes and observations regarding your performance.
• Medical and dietary information for training courses; details of any other relevant information for OCW’s safe operational purposes.
• Photos or videos of students taking part in any courses having signed on our forms to agree to us using pictures for publicity purposes.
• No images of children under 18 years of age will be published except with the signed prior consent of a parent or legal guardian.  
• Employees: OCW holds the following personal information about its employees – Name, address, telephone number, references, verification of qualifications, employment history and salary; information used for administrative and payroll purposes. We may also retain employee annual performance review records and records of any informal and formal disciplinary proceedings. We may also hold the following sensitive personal information about employees: racial or ethnic origins; physical or mental health or condition for the purpose of equal opportunities monitoring / health and safety monitoring.
• The results of any confidential DBS criminal records searches which at our request you have provided for us.

WHERE IS THE DATA KEPT?
• Electronic data is stored on the hard drive of schools office computers under the supervision of the directors (PIP GRIFFIN and ANDY VINCENT)
• Technically this data is stored in the “cloud”. OCW computers back up to Google docs cloud and/or Microsoft OneDrive cloud. Emails which may also contain personal information are also stored in the “cloud”.
• All paper records are stored under the supervision of the respective officials as above in the locked RTC office ; paper records are not routinely scanned.
• Membership and Training data is accessible only to those staff who require access for their respective operational purposes.
• Employee data is accessible only to the schools director and principal.

WHO DO WE SHARE MEMBERSHIP INFORMATION WITH?
OCW will not share your personal identifying data with any third party or external body, except those stated in this document (below). We share information within the school for operational or on a need to know basis.
• Any medical information that is shared in confidence with OCW helps us to make appropriate arrangements, minimise risk for all concerned and consider possible emergencies, especially those which could occur on the water.
• As well as being available in an emergency for First Aid purposes, medical information may be seen by a race officer or a course instructor responsible for safety.
• Aggregate attendance and disability data is shared with the RYA and for other statistical purposes, but this does not include personal information.
• Videos and photos of members and visitors taking part in club events may be posted on our website.
• In the case of a OCW employee seeking a change of employment we would share relevant information to your prospective employers and any other persons you may refer to us for the purpose of obtaining from us any references or verification of your qualifications or experience.
• We may also disclose your personal information to third parties if under a clear, legal duty to disclose or share your personal data in order to comply with any lawful obligation.

WHEN AND HOW DO WE DESTROY THE DATA?
• OCW Training data will be retained and updated each year as appropriate.
• Where the data is obtained from you as an instructional qualification or in some other capacity we may keep and process the data for so long as you continue, to our knowledge, to hold that qualification or other capacity and wish to be available for service to the RTC
• Personal information will be deleted on computers and/or shredded from any file.
Please note. You may ask OCW members to make contact with you for reasons other than those in connection with OCW and its activities. In these circumstances OCW will not be able to impose or exercise controls concerning your personal identifying data.

USE OF SOCIAL MEDIA
OYSTER COAST WATERSPORTS as an organisation does use social media networking.

 All OCW staff should take notice that they should not make any post which includes personal information of others that has been entrusted to the OCW without their specific permission or post any communication by whatsoever method.

HOW YOU CAN ACCESS YOUR PERSONAL DATA
Under the data protection regulations, you have the right to request information that we hold. To make a request please contact the Data Protection Officer via the directors.
You have the right to:
• Access this information within a month of making the request.
• Have mistakes corrected and in certain circumstances, erased or destroyed.
• Object to processing data that is likely to cause damage or distress, for example, any form of discrimination, damage to your reputation or any significant economic or social disadvantage.
• Complain to the Information Commissioner’s Office (ICO).
• Withdraw your permission given under the OCW Data Privacy Notice (this document).
• Prevent process for the purpose of direct marketing, albeit OCW does not use data for direct marketing.
• Object to decisions being taken by automated means, albeit OCW operational and duty decisions are taken only by the responsible club members.
• OCW employees who wish to exercise this right (to access their personal data) should write to the Directors. If, as the result of a subject access request, any personal information is found to be incorrect it will be amended. The RTC will deal promptly with subject access requests and will normally respond within 30 days.

COMPLAINTS PROCEDURE (TRAINING)
• OCW is a Recognised RYA Training Centre for which, on request, there is a formal complaints procedure. This Notice of Privacy applies to a OCW Complaints Form when duly completed and submitted. The Complaints Form includes the contact details of the RYA SE area regional officer. The RYA may contact students when this is necessary for quality assurance of RYA training, for example in the investigation of a complaint or incident. In these instances, the information is used solely for the requested purpose and would not be entered on the RYA central database.

RESPONSIBILITIES
• It is the responsibility of all OCW members and employees to ensure that personal information provided to the RTC, for example current address, is accurate and up to date. To this end employees are required to inform the RTC immediately when changes occur.
• Employees whose role involves the collection, maintenance and processing of personal information about other employees, instructional staff, members, trainees and suppliers or any other individuals with whom the RTC has dealings are responsible for following the RTC'S procedures on data protection.
• If as a member you choose to opt out of sharing your information, it is your responsibility to make alternative arrangements to ensure that you are aware of and fulfil your club duties. Please note that your obligation under the club’s rules to carry out the duties allocated must still be adhered to.
• For the purpose of GDPR, overall responsibility for ensuring that the RTC complies with its data protection obligations rests with the RTC directors, hut13 whitstable harbour, Whitstable, Kent CT5 1AB, or info@oystercoastwatersports.co.uk tel 01227 806108.

YOUR CONSENT TO THIS PRIVACY NOTICE
An important change to data protection brought in by GDPR is that we need to obtain your explicit consent to retain your personal details. This means you opt in to OCW holding your personal data rather than opt out.
OCW training application forms and parental consent forms, will include a box with this declaration. This is to provide your consent for us holding your personal identifying data and also, explicitly, to sharing it with other members to fulfil their respective roles.

DECLARATION FOR MEMBERS
I confirm I have read and understood the Data Privacy Notice as posted on the OCW website and that I agree to OCW holding my personal identifying data as provided.