1. Background
This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you. It applies to all categories of membership, other items sold such as keys to locked fisheries, and any instances where we collect your personal data.
This privacy notice applies to personal information processed by or on behalf of Ingleton Angling Association (IAA).
Changes to this privacy notice
We may change this privacy notice from time to time to reflect changes in the law and/or our privacy practices. We encourage you to check this privacy notice for changes whenever you visit our website or buy an item from our Online Shop.
Ingleton Angling Association (IAA) and who is responsible for data protection
Ingleton Angling Association (IAA) is an angling club which owns, rents and manages game fisheries on behalf of, and for, the use of its members. The names and addresses of IAA’s officers and general committee members can be seen on the website. We are both a data controller and a data processor of your personal data.
We don’t have a dedicated data protection officer but the Secretary is responsible for ensuring that robust data protection arrangements are in place. He can be contacted by:
– post at Khardains, Burnmoor Crescent, Ingleton, LA6 3BSD.
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2. What kinds of personal information about you does IAA process?
Personal information that we’ll process in connection with sales of IAA membership and items such as map books and keys includes:
a. Personal and contact details, such as title (for example, Mr or Mrs), first name, last name, telephone number, last year’s membership number, postal address and email address.
b. Your date of birth.
c. Information we obtained from third parties such as our agents, including your title (for example, Mr or Mrs), first name, last name, postal address, date of birth and previous year’s membership number.
d. Information about your health, but only if you are seeking a disability concession on your membership of IAA.
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3. What is the source of your personal information?
We’ll collect personal information from the following general sources:
a. From you directly, and any information from other individuals buying IAA membership or other items on your behalf.
b. From agents selling IAA membership on our behalf (for example, agents selling IAA night and guest permits, tackle shops, IAA’s Clubmate membership management system and Stripe, our Payment Gateway provider).
c. From business partners (for example, MailChimp communication services) to whom you provide your email address details.
d. From other sources such as publicly available directories and information (for example, telephone directories and emails addressed to us).
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4. What do we use your personal data for?
IAA and its agents and business partners use your personal data, including any of the personal data listed in section 1 above, to:
a. Process orders and payments through our Clubmate membership management system, to issue membership yearbooks and membership cards, and to send other items you have purchased to you, for example by Royal Mail.
b. Manage the membership you have of IAA.
d. Update the records we keep of your personal data.
e. Send occasional emails with IAA news and updates and related angling matters to you (so long as you have consented that we do so). We’ll send these to you by email.
f. Manage, account for and audit sales of IAA membership and other items (for example, keys for locked fisheries).
g. Monitor and to keep records of any communications we have with you.
h. Analyse and develop statistics about IAA membership, to inform our management of IAA.
i. Develop and improve the benefits which membership of IAA can offer you.
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5. What are the legal grounds for our processing of your personal information (including when we share it with others)?
We rely on the following legal bases to use your personal data:
5.1. Where we need to fulfil our contract with you: When you buy membership or other items through IAA’s Clubmate membership management system, or from agents for IAA, we have a contract with you to provide you with a yearbook or membership card and receipt and/or to supply you with any other items you have bought (for example, keys for locked fisheries). To do this, IAA and its agents (for example, tackle dealers, Clubmate and our payment gateway Stripe) process the personal data you have given us (for example, your name, postal address, date of birth, telephone number, email address, credit or debit card details) to:
a. Issue you with a current IAA yearbook or membership card, and receipt for your payment for membership;
b. Take payment for membership and/or other items (for example keys to locked fisheries) you have bought;
c. Post to you other items you have bought (for example keys to locked fisheries);
d. Contact you, if necessary to clarify or correct your order details and payment, before we send you the membership and/or other items you have bought;
e. To update your records of membership and ensure these are up-to-date and accurate.
5.2. Where it is in our legitimate interests to do so, such as:
a. To use your personal data (for example, your name, postal address, date of birth, previous year’s receipt number and email address) and make sure that IAA and its agents (for example, tackle shops) issue the correct category of membership and charges the correct membership subscription, so that all members are treated equally and according to IAA rules;
b. To process personal data (for example, your email address) after Consent has been withdrawn, to ensure that your email address is not used for further marketing or communication purposes.
c. For bailiffs to check that you have the correct permits and permission to be fishing on waters managed by IAA and any other organisations with which IAA has agreed reciprocal access for IAA members.
d. To analyse the personal data and statistics of members in order to inform IAA policy and development agenda.
e. To send you an annual reminder that renewal of your membership is due, so that your membership does not lapse and you do not lose out by having to pay a joining fee again.
f. For direct marketing to members (subject to your having given us Consent to do so), as part of IAA development activities (for example, to obtain your support for work parties, or to send you news and updates about IAA and related angling matters).
g. Subject to the appropriate controls, to provide analysis of our customer base to business partners to help us improve the benefits we can offer our members, or to improve the management of IAA.
5.3. With your prior consent:
a. For occasional marketing and communication purposes (for example, to send you occasional news and updates about IAA and related angling matters).
b. You can withdraw your consent at any time by contacting us per the details provided in Section 1 above.
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6. When do we share your personal information with other organisations?
We may share information with the following third parties for the purposes listed above, with:
a. Our Online Shop and Membership Management Software provider, ClubMate.
b. Our Payment Gateway provider, Stripe.
c. Our Mailing Provider, MailChimp.
d. Our Agents, who sell IAA membership or other items on our behalf.
We will not share your personal data with, nor sell or provide your personal data to, any other third party, unless you have given us prior and explicit permission to do so.
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7. How and when can I withdraw my consent?
Where we’re relying upon your consent to process personal data, you can withdraw this at any time by contacting us using the details provided in Section 1 above.
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8. Is your personal information transferred outside the UK or the EEA?
We’re based in the UK but we will never transfer your personal information outside of the UK.
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9. How do we share your information with our Online Shop and Membership Management Software provider, ClubMate?
When you buy IAA membership and/or other items (for example, keys to locked fisheries) via our Membership Management software provider, ClubMate, you provide the personal information we need to process your purchases. We will access and use that information to:
a. Email you confirmation of your purchase(s);
b. Update the Membership record we have of you;
c. Check that you have bought the correct category of membership;
d. Check that we issue the correct category of membership to you;
e. Contact you, but only if we need to clarify some aspect of your order; and
f. Send you the items that you have bought.
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10. How do we share your information with our Payment Gateway, Stripe?
When you buy IAA membership and/or other items (for example, keys to locked fisheries) via our membership management system, ClubMate, you provide the personal information we need to process your purchases.
Our membership management system, ClubMate, sends some of that information (for example your name, postal address, email address, telephone number and debit or credit card information) to Stripe, which processes your payment for your purchase(s) and credits it to IAA’s account.
Our Payment Gateway, Stripe, will use the personal information you have provided, to perform any necessary checks on the financial details you have provided, to ensure that your payment is valid.
IAA will access and use the information held by our Payment Gateway, Stripe to:
a. Ensure that IAA receives from Stripe the correct amount of money you have paid to buy membership and/or any other items; and
b. Ensure that IAA’s accounting and financial information and records are accurate.
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11. How do we share your information with our Mailing Provider, MailChimp?
When we want to send our members news and updates about IAA and related angling matters, we update and transfer copies of personal email address information from IAA membership records to MailChimp.
We use the personal information copied to MailChimp in line with the arrangements described in section 5 above.
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12. How do we share your information with our Agents?
When you buy IAA membership from any of our Agents, you provide the personal information (for example, your name, your date of birth, your postal address and your previous year’s receipt number) they need to issue you with a receipt and a IAA membership yearbook or membership card. We collect receipts issued by Agents periodically throughout the year.
We will use that information, in conjunction with our membership records, to:
a. Update our membership records.
b. Check that you have bought and been issued with the correct category of membership.
c. Contact you, but only if we need to clarify some aspect of your order.
d. Ensure that IAA receives from its Agents the correct amount of money you have paid to buy membership.
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13. What should you do if your personal information changes?
You should tell us so that we can update our records using the details provided in Section 1 above. We will then update the records we hold of your personal information.
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14. Do you have to provide your personal information to us?
We’re unable to issue you with a receipt and a Membership Yearbook or membership card, or to supply other items you might buy, if you do not provide certain information to us. In cases where providing some personal information is optional, we’ll make this clear.
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15. Do we do any monitoring involving processing of your personal information?
We keep copies of any email correspondence you have with us and may refer to these to help us manage the angling we provide to members and other legitimate interests which IAA may have.
We do not record any calls or text messages.
We may make relevant notes of any calls, emails, text messages and face-to-face meetings we have with you, to:
a. Manage our compliance with the legal bases described in section 5 above.
b. To protect the security of our communications and information processing procedures.
c. To inform discussion of IAA business at Annual General Meetings, Committee and sub-Committee meetings, and at other times.
d. To inform development and improvement of the benefits which IAA provides for its members.
e. To resolve any issues you may have raised with us.
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16. What about other automated decision making?
We do not use any automated technology to make decisions about your buying IAA membership or other IAA items (for example keys to locked fisheries).
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17. For how long do we keep your personal information?
Unless we explain otherwise to you, we’ll hold your personal information:
a. For up to two years, so that we can manage our membership records, and ensure that the correct category of membership is sold to, and paid for by, IAA members.
b. For up to five years, for your email address only.
However, you may ask us to remove your personal information from our records, subject to what we say in sections 18 and 19 below
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18. What are your rights under data protection laws?
Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances. If you wish to use any of them, then please let us know, using the contact details provided at section 1 above. The right of data portability is only relevant from May 2018.
a. The right to be informed about the processing of your personal information.
b. The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed.
c. The right to object to processing of your personal information.
d. The right to restrict processing of your personal information.
e. The right to have your personal information erased (the “right to be forgotten”).
f. The right to request access to your personal information and to obtain information about how we process it.
g. The right to move, copy or transfer your personal information (“data portability”).
h. Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you.
You have the right to complain to the Information Commissioner’s Office which enforces data protection laws. You can contact the Information Commissioner’s Office at https://ico.org.uk/. You can contact us using the details provided in section 1 above.
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19. Your right to object
You have the right to object to certain purposes for processing, in particular to information processed for direct marketing purposes and to information processed for certain reasons based on our legitimate interests (see section 5 above).
You can contact us by using the contact details provided in section 1 above, to exercise these rights.
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20. How do I change the Consent I have given (or the Consent I have withheld) for you to send news and updates about IAA and related angling matters, to me?
You can stop or start our sending of news and updates about IAA and related angling matters to you, at any time. You can do this by contacting us using the details provided in Section 1 above or by using the instructions provided in relevant communications, such as the Yearbook issued to you.
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Contact Us
If you have any questions about this privacy notice, or if you wish to exercise your rights or contact our data Protection contact, you send us a letter, using the contact details provided in Section 1 above.
