Privacy Notice for Northampton Motorcyclists Club

What personal data does NMCC collect, and what is it used for?

Who is your data shared with?

Where does this data come from?

How is your data stored?

Who is responsible for ensuring compliance with the relevant laws and regulations?

Who has access to your data?

What is the legal basis for collecting this data?

How you can check what data we have about you?

Does NMCC collect any “special” data?

How can you ask for data to be removed, limited or corrected?

How long we keep your data for, and why?

What happens if a member dies?

 

 What personal data does NMCC collect?

The data we routinely collect includes members’ names, addresses, email addresses, phone numbers and dates of birth. We collect this data directly from our members when they join the club.

What is this personal data used for?

We use members’ data for the administration of your membership; the communication of information, and the organisation of events. We may occasionally share some of this information with the ACU for their use as explained in the section below.


Who is your data shared with?

Your data may be shared with the ACU (Auto Cycle Union) through their online event booking-in service in order to administrate our race meetings. Your personal data is not passed on by us to organisations other than those indicated above, whether or not connected with motocross.


Where does this data come from?

Data for most of our members comes from them when they join NMCC or when they update their information either directly or via their online event bookings.Race result data comes directly from the results of the race meetings and via Speedhive.


How is your data stored?

This information is mainly stored in digital form on computers and in the form of written documents stored at with the club membership secretary. Any information that is stored remotely is stored in compliance with the GDPR.


 Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer.


Who has access to your data?

 Members of the committee of NMCC have access to members’ data in order for them to carry out their legitimate tasks for the organisation. Sub-contractors of NMCC may be given access to data for specific tasks, such as sending mailings. They are not free to use it for any other purpose.
What is the legal basis for collecting this data?

 NMCC collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation and participant in an internationally recognised and regulated, competitive motor sport.For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.


How you can check what data we have about you?

 If you want to see the basic membership data we hold about you, you should contact dataprotectionnmcc@gmail.com.You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month.There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.


Does NMCC collect any “special” data?

 The GDPR refers to sensitive personal data as “special categories of personal data”.  We do not record any such special data.


How can you ask for data to be removed, limited or corrected?
There are various ways in which you can limit how your data is used.

·         You could maintain your club membership with your correct name but with limited contact details. However, we do need to have at least one method of contacting you. You could for example simply maintain an up-to-date email address, but of course this would limit what we are able to provide you with in the way of written information, so you would not be able to the club magazine in printed form or any other benefits that require a mailing address.

·         You may choose not to receive information emails from NMCC (we do not send any out on behalf of other organisations).

·         Any of these options can be implemented for your club membership by contacting dataprotectionnmcc@gmail.com.

How long we keep your data for, and why?

 We normally keep members’ data after their membership lapses in case they later wish to re-join. However, we will delete any former member’s contact details entirely on request.Since underlying statistical data, like race results continues to be necessary in relation to the purpose for which it was originally collected and processed, results from events are not deleted by NMCC or the ACU although they will no longer be attributed to a rider who does not want their data to be kept. Historical championship lists and prize lists are required for archiving purposes and names cannot be removed from them. Other data, such as that relating to accounting or personnel matters, is kept for the legally required period.

What happens if a member dies?

We normally keep members’ information after they die. If requested by their next-of-kin to delete it we will do so on the same basis as when requested to remove data by a former member.

 

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