Protecting your privacy

Introduction

This Privacy Notice explains the types of personal data we may collect about you when you interact with us. It also explains how we will store and handle that data, and keep it safe.
We know that there is a lot of information here, but we want you to be fully informed about your rights, and how Greenacres Curling Limited and Greenacres Curling Club use your data.
We hope the following sections will answer any questions you have but if not, please get in touch with us.
It is likely that we will need to update this Privacy Notice from time to time. We will notify you of any significant changes, but you are welcome to check it whenever you wish.

Explaining the legal bases we rely on.

The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:
Consent
In specific situations, we can collect and process your data with your consent.
When collecting your personal data, we will always make clear to you which data are necessary e.g. your membership, competition entries, etc.
We only collect data which you give us or your curling club gives us on your behalf.
Contractual obligations
In certain circumstances, we need your personal data to comply with our contractual obligations.
For example, if you wish to become a member, we will collect your contact details to send out your membership.
Legal compliance
If the law requires us, we may need to process your data to pass on to law enforcement details of any people involved in fraud or other criminal activity affecting the Company or Club. We may also be required to pass on details of people to Government Health agencies for the purposes of Covid 19 Track & Trace.
Legitimate interests
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
For example, we will use your contact details for the purpose of maintaining your membership. 
We will also use your contact details to send you offers of competition entries that we think might interest you.

When do we collect your personal data?

• When you become a member with us.
• When you contact us by any means with queries, complaints etc.
• When you enter competitions.
• When you fill in any forms. For example, if an accident happens in the building, a member of staff may collect your personal data.
• When you have given a third party permission to share with us the information they hold about you e.g. your curling club.
• When you use our premises and car park which has a CCTV system operated for the security of both customers and staff. These systems may record your image during your visit.
• Your contact details are taken when required to comply with the Government’s Track & Trace system for Covid 19.

You are free to opt out of these at any time by contacting us by post or email.

What sort of personal data do we collect?

• Your name, contact details and permissions when you apply for membership and to comply with Covid 19 regulations.
• Your image may be recorded on CCTV when you visit Greenacres.
• Your car number plate may be recorded on entry to the car park.

How and why do we use your personal data?

• To protect our business and your membership from fraud and other illegal activities. This includes using your personal data to maintain, update and safeguard your membership. We will do this as part of our legitimate interests.
• To protect our customers, premises, assets and staff from crime, we operate CCTV systems in our premises and car park which record images for security. We do this on the basis of our legitimate interests.
• If we discover any criminal activity or alleged criminal activity through our use of CCTV, fraud monitoring and suspicious transaction monitoring, we will process this data for the purposes of preventing or detecting unlawful acts. Our aim is to protect the individuals we interact with from criminal activities.
• To send you relevant, personalised communications by post and email in relation to membership and competition entry. We will do this on the basis of our legitimate interests.
• To send you communications required by law or which are necessary to inform you about any changes to our operations. For example, updates to this Privacy Notice. These messages will not include any promotional content and do not require prior consent when sent by email. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations.
• To inform you of Covid 19 updates.
• To administer any of our competitions which you enter, based on your consent given at the time of entry.
• To comply with our contractual or legal obligations to share data with law enforcement. For example, when a court order is submitted to share data with law enforcement agencies or a court of law.

How we protect your personal data.

We know how much data security matters to all our members. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.
We secure access to all transactional areas of our website using ‘https’ technology.
Access to your personal data is password-protected.
We regularly monitor our system for possible vulnerabilities and attacks.
Paper records are kept secure under lock and key.

How long will we keep your personal data

Whenever we collect or process your personal data, we will only keep it for as long as is necessary for the purpose for which it was collected and our legitimate interest of maintaining membership.
At the end of that retention period, your data will be deleted completely.

Who do we share your personal data with?

We sometimes share your personal data with other members of Greenacres Curling Club who request it and with your own curling club.
In order to keep your data safe and protect your privacy:

• We provide only the information they need.
• They may only use your data for the exact purposes which they specify in their request.
• We work closely with them to ensure that your privacy is respected and protected at all times.

Sharing your data with third parties for their own purposes:

We will only do this in very specific circumstances, for example:

• For fraud management, we may share information about fraudulent or potentially fraudulent activity in our premises or systems. This may include sharing data about individuals with law enforcement bodies.
• We may also be required to disclose your personal data to the police or other enforcement, regulatory or Government bodies, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and take the privacy of our customers into consideration.

Where your personal data is processed.

Your data is only processed  by Richard Harding & Rod Dickson, directors of Greenacres Curling Limited, and Rhona Howie within the confines of Greenacres Curling Rink, Bowfield Road, Howwood, Renfrewshire  PA9 1DE.
It is processed and stored on our computer system. Our databases are password protected and have suitable firewall protection installed.

What are your rights over your personal data?

An overview of your different rights
You have the right to request:

• Access to the personal data we hold about you.
• A copy of your personal data free of charge in most cases.
• The correction of your personal data when incorrect, out of date or incomplete.

For example, when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end.
To do this, please contact Greenacres by post or email.
Your right to withdraw consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent. To do this, please contact Greenacres by post or email.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

Data Controller
Richard Harding
Greenacres Curling Limited
Bowfield Road
Howwood
Renfrewshire PA9 1DE

Tel: 01505 850633
Email: info@curl-greenacres.com