Last updated 31st October 2023
If you have any questions about this policy or how we manage your data, please contact our secretary by email or post. Their contact details are:
Post: Kate Freeman c/o Lincoln College, Turl Street, Oxford, OX1 3DR
Types of personal data we collect
We collect the following information:
- Contact details, such as name (including previous names), address, phone number and email address.
- Financial information, such as gift aid declarations, donation history.
- Records of our communications with you, such as emails and letters.
- Communication preferences.
- Historic information, such as crews lists, events participated in, and accomplishments.
- Year of matriculation.
- Photography, such as images at events.
Where we get personal data from
Most personal data we process is provided directly to us by you when you join LCBCS or in further communications. We may also get personal data, such as photography and historic information, from other members of the public, including other LCBCS members.
What are lawful bases for processing
Under UK General Data Protection Regulation (UK GDPR), we rely on lawful bases for processing personal data. The lawful bases we use are:
- Legitimate interest: personal data is processed for the legitimate interests of LCBCS unless there is a good reason to protect an individual’s data which overrides those legitimate interests.
- We have a legal obligation: personal data is processed as it is necessary to comply with the law.
- Consent: the individual has given clear consent for the processing of their data for a specific purpose.
- Public task: personal data is processed to perform a task in the public interest.
Why we have personal data and what we do with it
We process personal data for the following purposes:
- Managing membership with LCBCS
- Promoting and delivering LCBCS news and events
In order to provide news and inform members of events we use contact details and communication preferences. In addition, we may use historic information and year of matriculation to organise targeted events for members. The lawful basis for processing this data is your consent. You are able to remove your consent at any time by contacting email@example.com.
- Claiming Gift Aid
In order to claim Gift Aid on donations we must keep records of an individual’s name, address, and Gift Aid declaration. This data must be stored for 6 years after the most recent donation Gift Aid was claimed on. The lawful basis for processing this data is we have a legal obligation. We share this data with HM Revenues and Custom when making a Gift Aid claim.
- Archiving historic records
We maintain an archive of historic Lincoln College Boat Club and LCBCS records. This includes records of personal data such as name (including previous names), year of matriculation, historic information, and photography. The lawful basis for processing this data is public task as we are archiving records of public interest with the purpose of preserving, promoting and providing access to records.
How we store personal data
Your personal data is stored securely on encrypted media in the UK and in secure online storage. Where online storage is used, a third-party organisation will only be used if one of the following requirements is met:
- The organisation is located in the UK or in a country benefiting from a UK adequacy decision (such as the European Economic Area countries).
- A Data Processing Agreement incorporating the UK Standard Contractual Clauses (SCCs) has been signed by both LCBCS and the organisation.
Personal data is only accessible to members of the LCBCS committee when there is a need for them to process it in line with the lawful bases detailed above.
We keep contact details, financial information, records of our communications with you, and communication preferences for up to 6 years after an individual’s last donation to LCBCS after which it is deleted from storage.
We keep historic information, names, year of matriculation, and photography indefinitely for the purpose of archiving historic records.
We do not sell personal data.
Third party websites
Your data protection rights
Under data protection law, you have the following rights:
- Right of access: You have the right to ask for copies of your personal data.
- Right to rectification: You have the right to ask us to rectify personal data you think is inaccurate and to ask us to complete data you think is incomplete.
- Right to erasure: You have the right to ask us to erase your personal data in certain circumstances.
- Right to restriction of processing: You have the right to ask us to restrict the processing of your personal data in certain circumstances.
- Right to object to processing: You have the right to object to the processing of your personal information in certain circumstances.
- Right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge to exercise your rights. If you make a request, we have one calendar month to respond to you. Please contact us at firstname.lastname@example.org if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at email@example.com.
You can also complain to the ICO if you are unhappy with how we have used your data. Their address is: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Their helpline can be contacted on 0303 123 1113 and their website is https://www.ico.org.uk.