Privacy Notice – Orkney Trout Fishing Association
The Orkney Trout Fishing Association (OTFA) takes your privacy seriously. We are a “controller” of the personal information that you provide to us and this privacy notice sets out how, why and for how long we use your personal data, as well as who it is shared with. It also explains your legal rights as a data subject, and how to exercise them.
What we need from you:
When you join as a member of the OTFA, or renew your membership, we may ask you for some or all of the following personal information:-
- Contact details – e.g. name, address, email address, telephone number/s
- Any other personal details relating to competition entries the OTFA make on your behalf
If you do not provide us with all the personal information that we need, this may affect our ability to offer you our membership services and benefits.
Why we need your personal information:
We need to collect our members’ personal information so that we can manage your relationship with us. We may use our members’ personal information to:
- Provide you with core member services, including confirmation of membership, annual Subscription and Fees receipt and annual Competition Programme.
- Organise Association activities and competitions
- Register your membership with organisations to provide access and entry to competitions.
- Identify your boat ownership on Association sites
How we protect your personal information:
Your personal information is accessed by our Management Committee only for the purposes set out above. The information is collected in two ways as follows:
- By way of hard copy duplicate “Subscription and Fees” books held at various locations in the County. These books are collected by out Treasurer at the end of each season and held securely until they are released again at the start of the new season.
- By way of online membership which is password protected and only accessible by authorised Management Committee members or a member who has been authorised by Management Committee.
An annual membership list is completed at the end of each season, taking personal data from the above. This is held on secure computers and a hard copy is held by the Secretary, President and Treasurer and any committee member authorised by the three aforementioned. We will not share this list with anyone else.
How long we keep your personal information:
We will keep your personal information for as long as is necessary to provide you with membership services. This will be as a minimum from when you join/renew your membership until 1st March in the following year. We will destroy our “hard copy” membership lists two years after printing. Electronic copies, and online membership details will be kept indefinitely but are password protected and will not be shared.
You have a right to:
- Change your communication preferences or restrict the processing of your personal data for specific purposes.
- Request that we correct your personal data if you believe it is inaccurate or incomplete.
- Request that we delete your personal information
- Access the personal data that we hold about you through a “subject access request”
You can contact us at russellcaolila2@gmail.com
If you are dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk