Privacy policy

Who we are?

We are the Erewash Canal Preservation & Development Association, a Charitable Incorporated Organisation. Registration Number 1173704 (England and Wales). Our Registered Office Address is:
Erewash Canal Preservation & Development Association, 130 Derby Road, Langley Mill, Derbyshire NG16 4AA Telephone 0115 8544155.

Please note:

  • All references to data = your personal details; title, forename, surname, address, postcode, telephone/ mobile numbers, email address, and your boat details; boat name, index/registration number.
  • All references to; ‘we’ | ‘ECP&DA’ | ‘our’, means Erewash Canal Preservation & Development Association.
  • All references to; ‘your’ or ‘member’ mean ‘you’.

At ECP&DA we’re committed to protecting and respecting your privacy This policy explains when and why we, Erewash Canal Preservation & Development Association (ECP&DA), collect personal information about the members of our Association, how we use it, how we keep it secure, and your rights in relation to it. We will always comply with the General Data Protection Regulation (GDPR) rules when dealing with your personal data.

What type of information do we collect from you?

When you apply to join ECP&DA we use opt-in tick boxes to seek your permission to process some of the personal information provided by you on your application form. When you use our website, we use cookies to collect your name, IP address, and information regarding what pages are accessed and when.

We collect and use the following data:

  • Name - Title, Forename, and Surname.
  • Full Postal Address - Road/ Street, Town/ Village, City and Postcode.
  • Contact details – home telephone, mobile, ICE (emergency contact) telephone numbers and email addresses.
  •  Boat details (if appropriate).
Volunteer Information

Volunteers who attend ECP&DA work parties, whether members or not, are asked if they are happy to supply information as follows:

  • Name; address; telephone number; email
  •  Emergency contact details
  • Medication requirement (if appropriate) in case of an emergency
  • Work Party and Master/Crew member related qualifications/skills
How we use your information

All the personal data we process is processed by our members in the UK. ECP&DA does not provide volunteer details to any other organisation.

How we process your data summary

Under the General Data Protection Rules (GDPR) effective from 25 May 2018, ECP&DA must declare the lawful basis upon which we use your data. To comply with GDPR and run Erewash Canal Preservation & Development Association efficiently we use five lawful bases as follows:

• Contract
We use your name, address, boat details and contact details to send you invoices for your membership and mooring fees (if appropriate) and information about Annual General Meetings.
• Legal Obligation
We use this to provide your details to the Charity Commission to register you as an Erewash Canal Preservation & Development Association Trustee, if appropriate.
• Legitimate Interest
We will use your name and email address to provide you with a secure login to access an exclusive ‘members-only' area of the website.
We use your name, address, contact details, and boat details (if appropriate) to send you information and to share your data as necessary with third parties, i.e. we share your forename, surname, and email address with the Association of Waterways Cruising Associations (AWCC) to provide you with a secure login to their website.
• Consent
We use this because it allows you to have control over how ECP&DA uses some of your data using an opt-in (Yes, I want to do this) tick box. You also have the right to change your mind and opt-out (I do not want to do this anymore) at any time by writing to the Data Controller at the ECP&DA Registered Office.
• Vital Interest
We use this to manage the vital interests of our members and their dependents. The Chairman or a Trustee will only use your ‘In Case of Emergency (ICE)’ contact details in the event of necessity.
Note: Lawful bases for processing has six possible options under GDPR; ECP&DA use five lawful bases;
Consent, Contract, Legal Obligation, Legitimate Interest, and Vital Interests. A full explanation of Lawful bases can be found at: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/

How we process your data in detail

Type of information

 Purposes

Lawful Bases for processing

Member’s name, address, telephone numbers, email address, and boat details will be used to contact you about ECP&DA business such as sending you:

  • invoices for your membership
  • mooring fees (if appropriate)
  • information about AGMs

Performing the Association’s Contract with the Member.

*Photos and videos of ECP&DA members taken at ECP&DA Events.

** Posting of images and video:

  1. on the ECP&DA’s website
  2. in the Outlook/ Newsletter
  3. on social media pages
  4. press releases.

Consent - ECP&DA will seek the Member’s consent on the membership form.

Member’s name, address, and email address

*** To send members printed and electronic versions of the Outlook and Newsletter.

Consent - ECP&DA will seek the Member’s consent on the membership form.

Member’s name, bank sort code, and account number.

To repay expenses by BACS. Sharing minimal personal data as necessary with third parties: HSBC

Consent - ECP&DA  will seek the Member’s consent on the membership form before collecting and sharing your data with a third party.

Emergency contact (ICE) details.

Chairman or Trustee to contact the next of kin in the event of an emergency.

Consent and Vital Interests.
ECP&DA will use Consent to protect the Vital Interests of members and their dependents.

Member’s name, telephone numbers, email address.

AWCC (selected Association Officer contact details). We will seek your consent before including your contact details in the AWCC Handbook or Directory.

Consent - ECP&DA will use Consent to obtain your permission before sharing this information with AWCC.

Member's telephone numbers, email address, and boat details.

To contact members about:

  • membership issues
  • volunteering opportunities
  • issues relating to your boat
  • any information that the Trustees think it appropriate that members should be made aware of.

Legitimate Interests - ECP&DA will use Legitimate Interests to manage the core business of the Association.

Member’s minimal personal details as necessary.

Sharing personal data as necessary with third parties:

  • AWCC
  • C&RT
  • IWA
  • HMRC

ECP&DA uses Legitimate Interest for sharing information with third parties.

Member’s personal details as necessary, including date of birth for the Charities Commission registration.

Sharing personal data as necessary with third parties: Charities Commission.

ECP&DA uses legal obligation for sharing this information as defined in Article 6(1)(c).

* ECP&DA Disclaimer: We cannot prevent Association members, or members, of the public from taking photographs/videos at Association events that are open to the public, so ECP&DA take no responsibility for photos/videos that others publish in the public domain.

** Please note: You should be aware that even though you may withdraw your consent to publish items a), b), c), d) above, it will not be possible to remove any previously used photographs from printed material or archived electronic copies of the same.

*** Members can cancel their Outlook / Newsletter by writing to the Membership Secretary at the Association Registered Office or email ECP&DA Membership

How we protect your personal data

When entering data directly to our website, this is encrypted using an SSL certificate. We will notify you promptly as soon as we become aware of any breach of your personal data which might expose you to serious risk.

When you give us personal information, we take steps to ensure that it’s treated securely. When you are on a secure web page, a lock icon will appear in the address line of all major browsers.

Non-sensitive details (your email address and the content of your email etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.

Password security

Where we have given (or where you have chosen) a password that enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Profiling

We do not analyse your personal information to create a profile of your interests and preferences.

Who else has access to the information you provide us?

We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above identifying the lawful bases for processing your data.

We will only share your details with third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services. We only disclose the personal data that is necessary for the third party to deliver the service.

How long do we keep your information?

We will hold your personal data on our systems for as long as you are a member of the Association. Once you cease to be a member, the following terms will apply:

  • We will review your personal data every year to establish whether we are still entitled to process it.
  • If we decide that we are not entitled to do so, we will stop processing your personal data and delete

it, except that we will retain such of your personal data in an archived form to be able to comply with future legal obligations and the establishment exercise or defence of legal claims.

  • Once we no longer need to retain your data under the provisions of the clause above, we will delete all your personal data except for your name and date of leaving, which will be retained to ensure the data integrity of our archive systems, e. g. the recording of historical event participation.
  • Any photographs of you or your boat which are directly linked to your identity will be deleted, but general photographs taken at Association events on which you may appear will not be removed, as these form part of the Association’s history archive.
  • Likewise, any photographs that have been uploaded to the ECP&DA website are part of the Association’s history archive and will not be deleted.

If circumstances require it, we will delete your data at your request, subject to the limitations listed in the above clauses. Web server log files are deleted in accordance with the retention and deletion policies of our hosting supplier.

Use of 'cookies'

The ECP&DA website uses cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For more information see our policy at https://www.ecpda.org.uk/cookies

Links to other websites

This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website. However, because we link to websites that may request information from you in order to provide their services we have provided links to their privacy policies;
EasyfundingFacebook | Google

Your rights

You have the following rights under the GDPR to:

  • access your personal data
  • be provided with information about how your personal data is processed
  • have your personal data corrected
  • have your personal data erased in certain circumstances
  • object to or restrict how your personal data is processed
  • have your personal data transferred to yourself or to another business in certain circumstances.
Withdrawing your consent

As a member, you may withdraw your consent at any time by contacting us by email or letter. To change your address or withdraw other consent email your request to ECP&DA Membership

If you do not use the Internet, to change any of your details or withdraw consent, please write to:
Erewash Canal Preservation & Development Association, 130 Derby Road, Langley Mill, Derbyshire NG16 4AA

Making a complaint

You have the right to take any complaints about how we process your personal data to the Information Commissioner Office (ICO): https://ico.org.uk/make-a-complaint/

You can write to ICO at:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113.

Further details on the GDPR can be found at the Information Commissioner’s Office website: https://ico.org.uk

Review of this Policy

We keep this Policy under regular review. For more details, please address any questions, comments and requests regarding our data processing practices to ECP&DA Membership

Useful Links

This Policy was last updated on Saturday 13 March 2021