We may change this policy from time to time by updating this page. This policy is effective from 31st March 2018, and was last updated on 30th December 2020.
- The personal data we collect
- Processing on the legal basis of ‘performance of a contract’
- Processing on the legal basis of 'legitimate interests'
- Processing on the legal basis of 'consent'
- Disclosure of personal data
- Retention of personal data
- Keeping your personal data secure
- Personal data transfers
- Your data protection rights
- Right to lodge a complaint with a Supervisory Authority
The personal data we collect
Personal data means any information about an individual from which that person can be identified. We may collect, use, store and transfer different kinds of personal data about you which you provide to us through our website, membership form, telephone conversations, emails and written communications.
When you contact us via our website, you may be required to provide certain information such as your name, address, email address and telephone number. We may also ask you for additional information such as mobile phone number, fax, as required under the circumstances. Please let us know if any of your personal data changes or is inaccurate so that we may keep our records up-to-date.
Please note that where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with products or services that you request). In this case, we may have to cancel a service you have requested but we will notify you if this is the case at the time.
Processing on the legal basis of 'performance of a contract'
The primary basis upon which we process personal data is the performance of a contract. This includes both performing our obligations under our contract with you as a member, and taking steps at your request prior to entering into a contract. More specifically, this may include:
- processing your application to become a member of the Club;
- administration of your ongoing membership, including management of payments and charges;
- creating and managing your online account;
- processing orders placed by you for other products and services, such as orders for merchandise or venue hire (although please note that we do not retain any payment details).
Processing on the legal basis of 'legitimate interests'
In simple terms the legal basis of 'legitimate interests' means that the processing is necessary for the purpose of conducting and managing the Club to provide the benefits and services the Club provides. We may use the personal data we collect from you in various ways, including:
- in order to respond to general enquiries;
- to communicate with you, including providing you with information that we consider may be of interest to you and is relevant to your membership, as is necessary for our legitimate interest in growing and developing the Club including the benefits and services that we provide;
- for maintaining our internal records, troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data, as is necessary for our legitimate interest in running the Club, the provision of administration and IT services, in the context of a reorganisation, sale or restructuring exercise, and for compliance with our legal obligations;
- to improve the quality of our service, as is necessary for our legitimate interest in growing and developing the Club including the benefits and services that we provide; and
- to protect our website and systems against unauthorized access, as is necessary for our legitimate interest in network security, to prevent fraud and for compliance with our legal obligations.
Processing on the legal basis of 'consent'
In certain circumstances we may ask for your specific permission ('consent') before processing your personal data. In these circumstances we will provide notice of the exact nature of the processing and give you a genuine choice to accept or refuse.
Should you choose to accept ('consent') to such processing you then have the right to withdraw your 'consent' by informing us that you no longer give permission for your personal data to be used in this way.
Should you choose to become a member only your surname and initial, membership number, country and car details will be available for display in the magazine, which will be visible to non-members. On the password-protected 'members area' of our website, we will display your name, town, county e-mail and car details. For new members, we will seek your consent during the application process. If you do not wish for your details to be made available in this manner, please contact us at email@example.com.
Disclosure of personal data
Your personal data may be circulated to officers of the Club for purposes such as informing the Club’s section secretaries of new members in their areas, introducing you to your local sections of the Club, or introducing you to registers within the Club specific to your model of motor car
Your personal data will not be disclosed to any other individuals or other entities except in the following circumstances:
- On occasion, we need to hire other companies to help us to serve you better and in some of these cases we may need to share personal data that is necessary to perform tasks for us, such as the use of third party printers and/or couriers to deliver goods to you.
- Where it is necessary for the performance of our contract with you, including where you have asked us to do so or where we need to take steps to enforce any contract which may be entered into between us.
- Where we are under a legal duty to do so in order to comply with any legal obligation.
- In order to protect the rights, property or safety of the Club, our employees and workers, customers, suppliers and others. This includes exchanging information with other companies and organisations for the purposes of fraud prevention and credit risk reduction.
- If we or substantially all of our assets are acquired by a third party, in which case personal data that we hold about our members will be one of the transferred assets
However, we do not share your personal data with any third parties for marketing purposes.
Retention of personal data
Unless there are overriding legal requirements, we retain your personal data only for as long as
- Complete the service requested.
- If you are a member for no more than 12 months after you terminate your membership of the Club.
Keeping your personal data secure
We are committed to ensuring that your information is kept secure. In order to prevent unauthorised access or disclosure we have put in place appropriate technical and organisational measures to safeguard personal data from loss, misuse, unauthorised access, disclosure, alteration, damage or destruction.
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 our website; any transmission is at your own risk. We urge you to take every precaution to protect your personal data when you are on the internet.
In respect of data collected from our website, we use standard technology called 'cookies'. Cookies are small pieces of information that are stored by your browser on your computer's hard drive. We need this information to identify you and to store information about the products you select between visits. This helps us to improve our service to you. Although most browsers automatically accept cookies you can usually change your browser to prevent cookies being stored. If you do turn cookies off, however, this will limit the service that we are able to provide to you.
Please also visit our cookies policy at https://rrec.org.uk/cookie-statement
Personal data transfers
The Club is situated in the UK, and has a number of local “Sections” around the world. The Club does not transfer the personal data it collects to any other entity outside of the UK or EEA.
Your data protection rights
You have certain rights with regards to the processing of your personal data. If you would like to exercise any of these rights or need further information please contact the Club at The Hunt House, Paulerspury, Towcester, Northants, NN12 7NA, telephone +44 (0) 1327 811788, E-mail: firstname.lastname@example.org
If you are located in a country within the EEA, please contact the Club via Ralph Bunger at email@example.com
These rights are summarised below.
Right of access
You may request details of personal data that we hold about you including:
- a description of the personal data, the purposes for which it is being processed, whom it may be shared with and how long it is kept for
- information on your rights of rectification, erasure, restriction and objection as described below
existence of automated decision making where relevant
- Please note that the Club does not use automated decision making
transfer safeguards where relevant
- Please note that the Club does not transfer the personal data it collects to any other entity outside of the UK/EEA
Right of rectification
You have the right to have inaccurate personal data rectified without delay
Right to erasure
Under some circumstances you have the right to request the erasure of your personal data without undue delay.
- Withdrawal of consent where consent was basis of collection
- No longer necessary for purposes collected
- No overriding 'legitimate interest' grounds
Right of restriction
You have the right to ask us to restrict the processing of your personal information under the following circumstances
- Accuracy is contested
- Processing is unlawful but you oppose deletion and request restriction instead
- Your personal information is no longer needed by the Club but you require it to be kept for establishment, exercise or defence of legal claims
- Pending a right to object action (see below)
Right to object
You have the right to object to processing of your personal information on grounds relating to your particular situation or circumstances.
You have the right to object to direct marketing.
Right to portability
You have the right to have your personal data that we have collected on the legal basis of 'consent' transferred to another entity in a machine-readable format.
Right to withdraw consent
You have the right to withdraw your consent where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. You can ask us to stop sending you marketing messages at any time by following the “unsubscribe” (or similar) links on any marketing message sent to you or by contacting us at any time. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a purchase, product/service experience or other transactions.
Right to lodge a complaint with a Supervisory Authority
You have a right to lodge a complaint with the Supervisory Authority in the country of your place of residence or work. The Supervisory Authority in the UK is the Information Commissioner's Office (ICO), see www.ico.org.uk. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.