Privacy Notice

Herts Canoe Lifeguards (HCL) is subject to the General Data Protection Regulation (GDPR)  along with all other organisations in European Union. GDPR strengthens your privacy rights on the collection and use of your personal data, and makes it easier for you to access information which we hold and to which you may be entitled.

This privacy notice lets you know what happens to any personal data that you give Herts Canoe Lifeguards (HCL), or any that we may collect from or about you. It tells you what rights you have over your personal data and what you can do about it if you wish to exercise any of those rights. Specific privacy notices for different categories, such as volunteers or supporters or for particular purposes such as communications, fundraising or events will be prepared and published in order to provide easy access and tailored to the needs of each group.

Contact details

Should you wish to discuss data protection issues, report a breach of personal data or exercise a data subject right, in the first instance, please contact your Unit’s Data Controller who will normally be the chairperson. The HCL’s Data Controller can be contacted at

Collection of personal data

HCL will only require you to provide personal information appropriate for the completion of tasks specific to your time as a member. This may be when you wish to join as a member. You may provide the HCL with additional information at your own discretion.

Purposes of processing personal data

We process personal information to enable us to administer membership records; to fundraise and promote the interests of the club.

Types/categories of information processing

We process information relevant to these purposes. This may include:

We also process sensitive classes of information that may include:

Who the information is processed about

We process personal information about:

Who the information may be shared with

We sometimes need to share the personal information we process with the individual themselves and also with other organisations. Where this is necessary, we are required to comply with all aspects of data protection legislation. The types of organisation that we may need to share some of the personal information we process include:

Use of your information and your preferences

HCL will use your information to provide and personalise its services. Your details will be used to communicate with you on HCL business only.

Personal information is collected directly from you when you complete and return forms as part of communicating with HCL (e.g. registering for membership).

We collect this information in order to keep in touch with you and supply you with data relating to our work and how you can support us. This includes keeping you informed about issues that might potentially be of interest to you. The information which we collect in this way will typically include your name, postal and email addresses, and your bank details if you are supporting us financially. We will also sometimes obtain contact information indirectly from third parties.

HCL may use your information to send you news about activities, events or services and, in the event of the HCL working in partnership with other organisations, details of those third-party associates, only when you have opted-in to receive such communications. Remember, you can change the way you hear from us or withdraw your permission for us to process your personal details at any time by emailing:

Please note that there may be instances where it may be necessary for HCL to communicate with you, in any event, for administrative or operational reasons relating to the organisation.

Disclosures of your information

HCL will only disclose your information in the manner permitted by registration or where required to do so by law. In particular, information may be disclosed to other parts of the HCL, its affiliated Clubs and to current business associates.

We will not sell your information to third party organisations, and we do not share your personal information with third parties for their benefit.

You have the right to object to certain purposes for processing, in particular to data processed for direct marketing purposes.

Data subject rights

You have certain rights under GDPR, which you can ask the Data Controller to deal with. To make things easy for you, there are forms to explain how you can do this.

You have the right to be informed about the processing of your personal information

The right to restrict processing of your personal information

The right to have your personal information erased

The right to request access to your personal information and to obtain information about how we process it

The right to move, copy or transfer your personal information

Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you.

Further details can be found on the ICO website

You have the right to lodge a complaint to the Information Commissioner’s Office (ICO). The ICO is the UK’s supervisory authority responsible for providing guidance, direction and enforcement of data protection laws. Contact details are at

Your marketing and communication preferences

We may use your home address, phone numbers, email address and social media or digital channels to contact you according to your marketing and communication preferences. You can choose whether you want this to happen and can stop this at any time, either by contacting us using the details below or by following the instructions in the communication.

How secure is the information which I give to you?

HCL (Herts Canoe Lifeguards) takes the care of your data seriously and undertakes to protect your personal information in a range of ways. These measures include implementing specific technologies and procedures designed to protect your privacy, such as secure servers, firewalls and SSL encryption. We follow payment card industry (PCI) security compliance guidelines when processing credit card payments.

Any personal information transferred between locations will be both encrypted and password protected.

How long will you keep my information for?

We will retain your information for as long as you have an active relationship with HCL (Herts Canoe Lifeguards). If you cease to have an active relationship with us or request to receive no further contact, we may retain some basic information in order to avoid sending you unwanted materials in the future and to ensure that we do not accidentally duplicate information.

Other websites

The HCL website may contain links to other websites, which are outside the control of HCL and are not covered by this privacy policy. If you access other sites using the links provided, the operators of these sites may collect information from you, which will be used by them in accordance with their privacy policy.

Legitimate Interest statement

The ICO is the Uk’s supervisory authority responsible for providing guidance, direction and enforcement of data protection laws. the ICO website provides a wealth of information and guidance. The website is:  You have the right to lodge a complaint to the Information Commissioner’s Office (ICO).

Changes to this privacy notice

We may need to change or update our privacy notices from time to time to reflect ICO guidance or the law.