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    Privacy & Data Protection Policy 

    Royal Yachting Association ("RYA", "we" or "us") are committed to promoting and protecting safe successful and rewarding British boating. In order to do this we collect and use personal data.

    This policy (together with any other documents referred to in it) describes what personal information we collect or obtain about you and how we use it.  

    This policy covers the following:

    1. Your consent to this privacy policy
    2. Information we may collect or receive about you
    3. Website Cookies
    4. How we use your information
    5. How we may share your information
    6. Retention of your information
    7. Where we store information about you
    8. Passwords and PIN numbers
    9. Use of the Internet
    10. Your rights
    11. Access to information
    12. Changes to our privacy policy
    13. Contact details

    A. YOUR CONSENT TO THIS PRIVACY POLICY

    If you undertake any of the following activities and provide personal data to us we will endeavour to make it clear why we need it and to obtain your specific consent to use it. Unless otherwise notified you will be treated as having consented to our use of your personal data under the terms of this Policy if you:

    • visit any of the websites we may operate from time to time ("RYA Websites") including
    • become a member of the RYA;
    • join any RYA committee or volunteer for the RYA in any other capacity
    • subscribe for email newsletters and updates
    • or any child for whom you are responsible participates as a member of any RYA sport development programme, racing squad or team;
    • become an instructor, examiner, trainer , coach, race official or other RYA qualification or appointment holder;
    • download or use any mobile device application or other software provided by us or on our behalf (an "RYA App");
    • use any RYA online training materials
    • use any of our facilities or the facilities of any of our affiliated clubs or recognised training centres;
    • obtain any goods or services from us or from any of our affiliated clubs or recognised training centres;
    • participate in any sporting event, experience day, boat show, or sporting competition run by us;
    • enter a competition, promotion or survey run by us;
    • obtain from us or from any of our affiliated clubs or recognised training centres any training or coaching;
    • undertake any assessment or examination provided by us or from any of our affiliated clubs or recognised training centres;
    • apply to us for an International Certificate of Competence
    • apply to us for a competition licence for powerboat racing
    • ask us to provide any verification of any of your relevant qualifications or experience or refer any person to us to obtain any such verification;

    For the purpose of the Data Protection Act 1998 (the Act), the data controller is the Royal Yachting Association. RYA House, Ensign Way, Hamble, Southampton, Hampshire SO31 4YA.

    B. INFORMATION ABOUT YOU

    We may collect and process the following data about you:

    • Information you give us.
      • You may give us information about you by filling in forms on any RYA Website or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you do any of the following things:-
        • become a member of the RYA, renew your membership or amend or update your membership details;
        • subscribe for email newsletters and updates
        • purchase any of our goods or services;
        • register as a student or candidate for any RYA examination or assessment, training or coaching programme;
        • join any RYA committee or volunteer for the RYA in any other capacity
        • participate as a member of any RYA sport development programme, racing squad or team;
        • become an instructor, examiner, trainer, coach, race official or other RYA qualification or appointment holder
        • enter or sign up for any sporting event, experience day, boat show, or sporting competition run by us;
        • download, register for or use any RYA App or online training course
        • apply to us for an International Certificate of Competence
        • apply to us for a competitor licence for powerboat racing
        • in relation to any RYA Website, when you do any of the following things:
          • register to use any RYA Website;
          • visit any RYA Website;
          • search any RYA Website for a product or service or for information or guidance;
          • participate in discussion boards or other social media functions on any RYA Website; and/or
          • report a problem with any RYA Website;
        • enter a competition, promotion or survey run by RYA.
      • The information you give us may include
        • your name, address, e-mail address and phone number, financial and credit card information, personal description and photograph;
        • the name, address, email address and phone number of your next of kin and/or emergency contact;
        • details of any relevant training records and training plans;
        • details of your qualifications including the results of any examination, assessment or training course provided by us or by any recognised training centre and any accompanying notes and observations regarding your performance;
        • details of your participation and performance in sporting events and competitions;
        • details of your current occupation and employment history;
        • details of any relevant boating, yachting or other sea faring experience you may have;
        • health information including details of your age, gender, height, weight and any particular health conditions or mental or physical impairments you may have; and
        • any relevant dietary records and details of your dietary requirements.
      • Additional Information we collect about you when you visit any RYA Website or use any RYA App:
        • technical information, including the Internet protocol (IP) address used to connect your computer or mobile device to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
        • information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; items purchased and the cost of those items including any discounts; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number;
        • information about your use of any RYA App or online training system;
        • real time location data from your mobile device;
      • Information about you which we may receive from other sources. We may receive information about you from others with whom we work, including:-
        • business partners,
        • affiliated clubs and recognised training centres both in the UK and overseas (including countries outside of the European Economic Area ("EEA"));
        • coaches, instructors, examiners and assessors;
        • inspectors and customer satisfaction surveyors whom we engage
        • sporting regulatory and funding bodies both in the UK and overseas (including countries outside of the EEA);
        • enforcement agencies both in the UK and overseas (including countries outside of the EEA);
        • sub-contractors in technical, payment and delivery services;
        • advertising networks and analytics providers;
        • search information providers and credit reference agencies; and
      • we may receive information about you from others on your behalf or at your request, for example if:
        • any person makes a booking for any of our training courses, facilities or other services on your behalf;
        • you are a minor and your parent or legal guardian provides us with information about you on your behalf; or
        • we take up references for you or seek verification of any of your qualifications from any referee you may have put forward.
      • The information about you which we may receive from other sources may include:-
        • your credit history;
        • details of your membership of other sporting bodies;
        • the results of any criminal records searches which we may conduct on our own behalf or on behalf of recognised training centres and affiliated clubs;
        • information received in the course of providing advisory services to recognised training centres and affiliated clubs on safeguarding and child protection.

    C. WEBSITE COOKIES

    RYA Websites use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse an RYA Website and also allows us to make improvements.  For detailed information on the cookies we use on any RYA Website and the purposes for which we use them, please refer to the cookie policy.

    D. HOW WE USE YOUR INFORMATION

    We use information held about you:

    • to fulfil our obligations to you in the following ways:-
      • to administer your membership of RYA and provide membership information and membership benefits to you;
      • to carry out our obligations arising from any contracts entered into between you and us and to provide you with any products and services that you request from us including: race entries; squad participation agreements; equipment loans; participation events; social events; coaching and training services; and examination and assessment services;
      • to register you as a qualification or credential holder, volunteer, committee member or in some other capacity.
    • to keep you updated in the following ways:
      • if you are a member of the RYA, to notify you about changes to our membership benefits, products, facilities or services;
      • to notify you of any changes or proposed changes in any laws, regulations or best practice in relation to boating, yachting and other related activities which we feel may be of interest to you;
      • to provide you with information about other goods and services we offer that are similar to those that you have already obtained, purchased or enquired about;
      • to provide you, or permit selected third parties to provide you, with information about goods or services we feel may interest you. If you are an existing member or customer, we will only contact you by electronic means (e-mail or text message) with information about goods and services similar to those which were the subject of a previous sale or negotiations of a sale to you. If you are a new member or customer, and where we permit selected third parties to use your data, we (or they) will contact you by electronic means only if you have consented to this. If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please tick the relevant box situated on the order form or registration form which we use to collect your data;
    • in relation to the operation of RYA Websites which you use:
      • to ensure that content from the site is presented in the most effective manner for you and for your computer or mobile device.
      • to administer the site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
      • to identify and implement improvements in the operation of the site, the content included on the site and the way in which content is presented;
      • to allow you to participate in interactive features of the site, when you choose to do so;
      • as part of our efforts to keep the site safe and secure;
      • to measure or understand the effectiveness and relevance of advertising on the site.
    • in relation to the operation of any RYA Apps you may use, to administer and ensure the proper and secure operation of the app.
    • Other Uses of the information we hold about you. We may also use the information we hold about you for the following additional purposes:-
      • if you apply for a job with us or to become a volunteer, or to join a team or squad or for training or assessment, or for a licence we may use the information to assess your application and fitness to act in that capacity;
      • if you ask us to provide any verification of your qualifications or experience or if you refer any person to us to obtain any verification of your qualifications or experience, we may use your data to provide the verification sought;
      • to consider any complaints made to us about you which is of legitimate concern to us

    E. HOW WE MAY SHARE YOUR INFORMATION

    • We may share your information with certain third parties including:
      • business partners, suppliers and sub-contractors for the performance of any contract we enter into with you;
      • affiliated clubs and recognised training centres both in the UK and overseas (including countries outside of the European Union) who require the data in order to provide services which you have requested or to conduct any examinations or assessments which you have requested;
      • examiners, assessors, trainers and coaches who require the data in order to provide services which you have requested or to conduct any examinations or assessments which you have requested;
      • race officers and race organisers of events held or managed by us who require the data in order to look after your welfare and who may require to pass the same to emergency and medical services providers;
      • sporting regulatory bodies and law enforcement agencies both in the UK and overseas (including countries outside of the European Union);
      • organisers of sporting events in which you propose to participate both in the UK and overseas (including countries outside of the European Union);
      • 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;
      • analytics and search engine providers that assist us in the improvement and optimisation of our site;
      • credit reference agencies for the purpose of assessing your credit score where this is a condition of us entering into a contract with you;
      • (where relevant) to inspectors of recognised training centres engaged by us.
    • We may also disclose your personal information to third parties:
      • in the event that we transfer, sell or buy any business or assets, in which case we may disclose your personal data to the prospective transferee, seller or buyer of such business or assets; and
      • if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply any contract or terms in force between you and us; or to protect the rights, property, or safety of RYA, our customers, members or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

    F. RETENTION OF YOUR INFORMATION

    We may keep and process your personal data for so long as you remain a member or where the data is obtained from you as a qualification or credential holder 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/credential or other capacity.

    Where your membership lapses we will within a reasonable time of the lapse occurring cease actively processing your data but may retain your data for up to two years for the purpose of facilitating the renewal by you of your membership.

    Where your qualification or credential or other capacity in which we hold your data lapses we will continue to actively process your data for up to five years for the purpose of facilitating the renewal by you of such qualification or credential or other capacity.

    We may also retain and process your personal data in a format that does not permit identification of you for historical and statistical purposes

    G. WHERE WE STORE YOUR PERSONAL DATA

    The data that we collect from you may be transferred to, and stored at, a destination outside the EEA. It may also be processed by staff operating outside the EEA who work for us or for one of recognised training centres or suppliers.  Such staff may be engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing.  We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

    H. PASSWORDS AND PIN NUMBERS

    Where we have given you (or where you have chosen) a password or PIN number which enables you to access certain parts of any RYA Website or to use any RYA App, you are responsible for keeping this password or PIN number confidential. We ask you not to share passwords and PIN numbers with anyone.

    I. USE OF THE INTERNET

    Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to us; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

    J. YOUR RIGHTS

    • If we retain your personal data after you cease to be a member of the RYA, or cease to be a qualification /credential holder or cease to hold the capacity in which the personal data was obtained from you then you have the right to ask us not to process your personal data. You can exercise this right at any time by contacting us at web.support@rya.org.uk
    • You also have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at web.support@rya.org.uk
    • Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data to these websites.

    K. ACCESS TO INFORMATION

    The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act.  Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you. You can exercise this right at any time by contacting us at legal@rya.org.uk

    L. CHANGES TO OUR PRIVACY POLICY

    Any changes we may make to our privacy policy in the future will be posted on all RYA Websites and, where appropriate, notified to you by e-mail.  Please check back frequently to see any updates or changes to our privacy policy.

    M. CONTACT

    Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to RYA Legal Department, RYA House, Ensign Way, Hamble, SO31 4YA or legal@rya.org.uk.

     

    Last updated August 2016