PDAA – DATA PROTECTION – PRIVACY POLICY

WHAT WE NEED

The object of Perth and District Anglers Association (PDAA) shall be the enjoyment, protection and improvement of any fishings which are available to the Association.

The Management of the Association shall be vested in a Committee, which shall comprise seven officers (President, Vice President, Association Secretary, Salmon Secretary, Treasurer, Coaching Officer and IT/Website Manager) and up to a maximum of 10 Ordinary Members.

Membership of the Association is unrestricted (as at May 2018) and members’ personal data is provided to the Association. The Association will be a “controller” of the personal information that you provide to us when joining (by electronic means via the PDAA website or by a hard copy membership form).

MEMBERS’ PERSONAL DATA

When you register as a member of PDAA or renew your membership (including if you are registering or renewing on behalf of a child under the age of 16), we will ask you for the following personal information:

  • Contact Details – name, address, email address, phone numbers, date of birth
  • Membership Category – Senior, Pensioner, Youth, Junior
  • Passport size photograph

WHY WE NEED YOUR PERSONAL INFORMATION – CONTRACTUAL PURPOSES

We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:

  • Provide you with core member services, including communication with members on routine PDAA business
  • Run the fishing ballots
  • Run the SuperSaas booking system and provide you with permits
  • Provide you with a membership card
  • Send you membership communications by post or email in relation to essential membership services including, but not limited to, general meeting notices, membership renewals, membership fees information, etc.

If you do not provide us with all of the personal information that we need to collect, then this may affect our ability to offer the above membership services and benefits.

WHY WE NEED YOUR PERSONAL INFORMATION – LEGITIMATE PURPOSES

We also process our members’ personal information in pursuit of our legitimate interests to:

  • Promote and encourage participation in salmon and trout fishing by sending members communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed, and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes
  • Provide competition in trout fishing by accepting and managing entries for our competitions and checking your personal information to ensure you are entered into the correct category
  • Monitor and develop participation in salmon and trout fishing by monitoring members’ general engagement and participation in angling and angling events and inviting our members to participate in surveys for research and development purposes
  • Respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to salmon and trout angling
  • If you make a complaint, we will use your personal information to investigate your complaint, to suspend membership, take disciplinary action etc.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes.

If you wish to object to any of the above processing of your personal data, please contact the Association Secretary by email (sec@pdaa.co.uk).  If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.

OTHER USES OF YOUR PERSONAL INFORMATION

We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

WHO WE SHARE YOUR PERSONAL INFORMATION WITH

If your personal information is included in any images or videos taken by us at our competitions and events, we may share this with local newspapers and journals for promotional and/or journalistic purposes.

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children and investigating poaching.

We may also share personal information with our professional and legal advisors for the purposes of taking advice.

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for those specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

PARTICIPANTS’ PERSONAL DATA

We publish the results of our competitions on our website. This includes competitors’ names and results. Individual members have a right to object to any sharing of personal information.

HOW WE PROTECT YOUR PERSONAL INFORMATION

Your personal information is stored on our electronic filing system and our servers based in the UK and is accessed by our Officers for the purposes set out above.

HOW LONG WE KEEP YOUR PERSONAL INFORMATION

We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 3 (three) years.

SPECIFIC DATA PROTECTION FOR JUNIOR MEMBERS

Overview

PDAA encourages junior members but we are also aware of the additional burden, in terms of data protection, that this entails.

Junior members are only accepted into the Association if a parent or guardian is also a PDAA member. To help make the junior member feel part of the Association, the junior member will be sent emails from the Association (but see below).

The Junior member will not take part in any Association ballot or be able to book fishing via SuperSaaS.

Junior Member Data

When a junior member joins PDAA, he/she will be asked for the following data:

  • Name, address, date of birth
  • Passport sized photograph
  • Email address – either their own address or that of a parent or guardian (but different to the parent/guardian member’s email address)

Securing Junior Members’ Personal Data

Junior members’ personal data will be held within the Association Members’ database which is password protected and only accessed by the Officers of the Association. Junior members data will not be shared with any third party

Photographing and filming Junior members

At times, it may be advantageous for PDAA and/or the Junior Member to have photographs taken at events or during normal fishing to allow promotion of PDAA. Photographs or videos taken would be appropriate to the occasion and only used on the PDAA website or on the PDAA Facebook page.

On joining, the Junior Member and the parent/guardian will be asked for permission to use such photographs or videos in the ways described.  This consent will be asked for by the Association Secretary, by email, from the parent/guardian and the Junior Member and an email response from the parent/guardian and Junior Member will be necessary.

Sending Communications to the Junior Member

Before sending any emails to the Junior member, the parent or guardian will be asked to confirm their consent to such an activity after the membership application is received. This consent will be asked for by the Association Secretary, by email, from the parent/guardian and an email response from the parent/guardian will be necessary.

There is the absolute right for the parent/guardian or junior member to object to being sent any communications.

YOUR RIGHTS

You can exercise any of the following rights by writing to us at PDAA Secretary, Middle Third House, Dunning, Perth PH2 0RE or by email sec@pdaa.co.uk. Your rights in relation to your personal information are:

  • you have a right to request access to the personal information that we hold about you by making a “subject access request”
  • if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information
  • you have a right to request that we restrict the processing of your personal information for specific purposes, and
  • if you wish us to delete your personal information, you may request that we do so

Any requests received by PDAA will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk.