The Club’s Data Protection Policy

Keeping your information safe and secure is the Club’s top priority. The introduction of the new data protection law (GDPR) on 25 May 2018 has been taken in to account throughout the following information.

These changes in the law do not alter what the Club uses your personal information for, but the new regulations make it easier for you to find out how the Club uses and protects your information. The fact that the law is changing only builds on what the Club already does.

Becoming a member of this Club is a contract and you must expect the collection and processing of your personal data in order for the club to:

  • Identify and communicate with you,
  • Collect your subscriptions and other money due, and
  • Process the affiliation fee with the British Mountaineering Council (BMC).

Paying your membership subscription annually is deemed to be renewal and acceptance of this contractual processing.

The following information mostly relates to members of the Climbers’ Club. Details of non-members may be held in connection with guidebook sales, hut bookings and new routes.

Data used by the Club

Membership Records

  • Membership applications include details of who a prospective new member’s proposer, seconder and supporters are; the details recorded of these supporters are membership number, email address, phone number, and name. These details are held on the website and are not shared with any third party except as below.
  • Details of the applicant that are captured are name, address, phone number, date of birth, occupation, email address and their record of climbing experience. These details are held on the website and are not shared with any third party except as below.
  • An applicant’s name and town, with the names of their proposer and seconder, are listed in the Club newsletter for comment by members.
  • Upon admittance to the Club the following details are shared –
    1. The applicant’s details are replicated in the membership database for on-going membership administration.
    2. The applicant’s details are used for the website login and electronic newsletter, as described below.
    3. After completion of a direct debit form the Club and applicant’s Banks are contacted to support direct debit collections of subscriptions, hut usage fees, and event and meet payments as described below. Details of hut usage and subsequent hut fees are tracked through hut signing in sheets. These details are shared with the data processor that administers the Direct Debit collections on behalf of the Club.
    4. Name and contact details of UK members are sent annually to the BMC to support the BMC club affiliation, subscription process, delivery of Summit magazine, etc.

Membership Handbook

The name and contact details of members are listed in the membership handbook, which is circulated to all members. It is each member’s responsibility to use this handbook only for club purposes, take care of it, not share it with any third party without the express permission of the Committee and dispose of it securely by shredding when no longer needed. These details are shared with a printer, who prints and mails the handbook on the Club’s behalf.

Members wishing to have a redacted entry in the handbook should contact the Membership Secretary with their request.

Website

  • Name and email address are used to maintain your website user profile and login.
  • You may choose to provide a phone number and region (not a postal address, e.g. “Lakes”) to enable other members to find you in the online member’s directory. You may always edit, remove, or opt-out of this directory by editing your website profile. No copy of the data is retained when it is removed and it is never shared.
  • Any published website pages, forum posts, or comments you author on the website are tagged with your name and the IP address of the computer you used to post. None of this data is tracked and only provides a record of who the author was and when. The IP address provides some anonymous administrative insight in to where our website usage is coming from.
  • Forum posts are tagged with which logged in user has read each posting. Noting that none of the Club’s forums are publicly viewable; this feature helps authors know who has read their post, which is especially important for certain announcements and forums dedicated to Club business.
  • New route information is published on the website using the name and email address of the person submitting the new route details. That person may or may not be a Club member.
  • All interaction with the website is securely encrypted using SSL.
  • None of this data is shared with any third party, with the exception of our electronic newsletter integration and online guidebook shop.

Electronic Newsletter

  • When new users are setup with a login to the website their details are mirrored to the Club’s MailChimp account to allow them to receive regular but infrequent news updates and important announcements by email from the Club. All MailChimp emails include an unsubscribe link and facilities to explore or delete your details from the Club’s email distribution list.

Guidebook Shop

  • Guidebooks from a number of publishers are available for purchase online. Orders are fulfilled by the Club’s guidebook distributor Cordee. To enable this fulfilment your delivery address for orders is retained by the Club to support follow up actions such as requesting a replacement book should a delivery go astray or include a damaged item. No payment details are ever stored. No data associated with an order is shared with any third party other than Cordee.
  • Customers of the online guidebook shop may be Club members, non-members, or affiliated club members. Order fulfilment data as noted above is recorded in all cases.
  • Payments are collected securely through Stripe. The Club does not see or retain any payment data, such as card or bank details.

Hut & Event Booking

  • Bookings for events, such as Club dinners, and meets are tagged with your website identity (login) to allow event and meet co-ordinators to know who made the booking. The data is not shared with any third party.
  • Bookings from non-members may have their name and email recorded against the booking to enable co-ordinators to contact them if needed.
  • Events or meets that require payment may be collected through the Club’s direct debit collection process. No details of these payments are ever stored on the website or booking systems.
  • Through the Hamish Nicol Accord members of the Wayfarer’s club may also have their name and email address maintained as their user profile and login.

Your right to Access and Update your Data

You have the right to to see all the data the Club manages with respect to your identity. Please use this form to request to see that data. You may also update your website profile yourself and let us know about any other changes using this form.

Your right to be Forgotten

Non-members whose details are saved on the website, as described above, may request deletion of those details at any time using this form.

On termination of membership your details will remain on the club’s database for six months, to allow time for contacting you for any outstanding matters or payments. After that time all contact details will be deleted from the database. Your name and years of joining and leaving will remain on the database for statistical purposes and to maintain the historical record of the Club.

Questions

If you have any questions about this policy please contact the Honorary Secretary using this form.