ROLLS-ROYCE EMPLOYEES MOTOR CLUB (DERBY) PRIVACY NOTICE
Rolls-Royce Employees Motor Club (Derby) will be referred to herein as RReMC, or also as ‘we’, ‘our’, or ‘us’.
RReMC respects your privacy, and we will only use your information in the way we describe in this notice. When using your information, we aim to be fair and transparent and to follow our obligations under UK data protection laws. Your information is used for administering club membership, activities, and competitions.
RReMC is the data controller for the purpose of GDPR and the Data Protection Act 2018. Our address is:
Rolls-Royce Employees Motor Club (Derby)
PO BOX 31
Derby
DE24 8BJ
Our club contact for privacy and data is the Membership Secretary (Richard Whitehouse) or the Club Secretary (Henry Simkin). You can reach them at the following contact details:
Email: GDPR@rollsroycemotorclub.com
Collecting your information
We collect your information when you fill in membership application or renewal forms, as well as competition event entry forms. You can provide us with your information using paper forms or online forms. The information you provide may include your contact details (name, address, telephone number, email address), personal information and identifiers (date of birth, membership number, competition license number), and other information (vehicle details).
When you provide us with information about another person, such as a child, parent, guardian, or emergency contact, it is your responsibility to let them know that you have given us their information.
If you are under 18 years old, we will also ask for information from your parent or guardian.
Storing your information
We use Membermojo online membership software to store and manage our membership data, including taking event registers, keeping up-to-date mailing lists, and managing membership applications and renewals. Membermojo provides online membership services for organizations. In data protection terms, they are the data processor for your organization member data, and RReMC is the data controller (ICO key definitions).
Membermojo provides tools and controls that help implement RReMC’s GDPR compliant privacy policy for managing personal member data.
- Where data is stored: all servers and backups are hosted in secure UK facilities.
- How data is protected: Membermojo provides security and access controls for your member data.
- How long data is kept for: RReMC defines how long personal data is retained, and Membermojo automates the deletion.
Membermojo also provides functions that assist members and administrators in exercising individual rights under GDPR.
- Right to access: members can sign in to view their own personal data.
- Right to rectification: members can sign in and amend their own personal data.
- Right to Erasure: administrators can securely delete personal data for members requesting their data to be erased. Erasing a member will remove their member record and anonymize any activity, attendance, and (optionally) payment records.
Using your information
We use your information when you first apply to become a member of RReMC and then to administer and renew your club membership, as well as provide you with member benefits. We also use your information when you enter club events. For competitions, we will publish some of your information in the program and the results, which will be in the public domain. Your information is used in these ways to fulfill our contract with you.
We may ask you for emergency contact and next of kin details, which we will only use in an emergency and for a legitimate interest. You should let the contact and next of kin know that you have given this information to us.
We might use your information to send you marketing messages by email, but only if you have agreed that we can do this by giving us your clear consent. You can change your mind at any time by letting us know.
We will not sell your information to another organization.
To support your lifetime relationship with motorsport and RReMC, we may keep your information indefinitely. Unless required to retain information by relevant legislation, we will, at your request, delete your personal data from our system.
Sharing your information
We may share your information with Motorsport UK as required by its General Regulations for governing motorsport, with other Motorsport UK registered Clubs, with medical personnel, or any other person if we have to comply with a legal obligation. We may also share your information with service providers, for example, to print programs.
Our website
When you use our club website, we may collect information about you, particularly your IP (Internet Protocol) address. This information is only stored by the server as a history of devices accessing the website.
The club website might contain links to other websites such as online entry and payment sites, partners, and advertisers. If you follow links to other websites, please review the privacy policy for each site because we are not responsible for the information you share on those sites, with the exception of our Membership partner, MemberMojo.
Security for your information
Your information is held securely by us or our online membership software provider, Membermojo. We have taken all reasonable steps and have appropriate security measures in place to protect your information. Your information is not transferred outside the European Economic Area.
Your rights
- You may ask us not to process your information for marketing purposes.
- You are entitled to a copy of the information we hold about you and to ask us to correct any inaccuracies.
- You may ask us to stop using your information and to delete it, although we may maintain a skeleton set of your information. If you ask us to do this, we will not be able to continue our contract with you.
- You may make a complaint to the Information Commissioner (www.ico.org.uk).
This privacy notice was last updated on 1st July 2019, and we will communicate any changes to you.