GDPR and the Old Cryptians Club – Data Notice

Membership of the Old Cryptians Club (the Club) enables the provision of news about members, the School and associated events and projects which might include requests for support and funds.

As a club we value our members and protect their data, we will never sell or share membership information outside of the Club, the Old Cryptians Centenary Bursary Fund, the Crypt Grammar School (the School), Discover de Crypt or The Old Cryptians Rugby Club.

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

What personal data do we hold

For our membership records and management, we hold the following information about members:-

  • Name
  • Postal address
  • email address
  • Landline
  • Mobile
  • Dates at The Crypt School

In the login protected area of the Club website, members can view the list of current members of the Club including:-

  • Name
  • Location
  • email address
  • Dates at The Crypt School

Who are we?

The committee of The Old Cryptians Club (the Club) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

How do we process your personal data?

The committee of The Old Cryptians Club CIO, complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. We use your personal data for the following purposes: –

  • To administer membership records;
  • To fundraise and promote the interests of the Club and the School;
  • To maintain our own accounts and records (including the processing of gift aid applications);
  • To inform you of news, events and activities of the Club

What is the legal basis for processing your personal data?

  • Explicit consent of the data subject so that we can keep you informed about news, events, and activities and process your membership fees;
  • Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
  • Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided: –
    • the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
    • there is no disclosure to a third party without consent.

Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other members of the Club in order to carry out a service to other members or for purposes connected with the Club. We will only share your data with third parties outside of the Club with your consent.

How long do we keep your personal data?

We keep data relating to the Club only whilst that data is current.  Data related to members who do not renew membership will be kept for 3 years and then destroyed. Other data is kept only as long as necessary and is regularly reviewed. Specifically, we retain e-news membership data while it is still current; gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; and records of events and activities permanently as part of the Club archive.

Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:-

  • The right to request a copy of your personal data which the the committee of the Club CIO holds about you;
  • The right to request that the committee of the Club CIO corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for the committee of the Club CIO to retain such data;
  • The right to withdraw your consent to the processing at any time
  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
  • The right to lodge a complaint with the Information Commissioners Office.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact the Membership Secretary of the Club at membership@oldcryptians.org.

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.