Rotary Alnwick promises to respect the confidentiality of any personal data you share with us, as a member, or by using our website.  We will make every effort to keep it safe and make every effort to protect your privacy. We pride ourselves on our honesty and openness and will always be clear how, when and why we collect and process personal information; we promise we will never do anything with personal details that one wouldn’t reasonably expect as a participating member of this Club. Effective communications between members (including Honorary, Associate and Corporate Members) is crucial, and personal data allows us to manage memberships and provide the information and service that members are entitled to. It is expected that club and District officers may use members’ personal data on behalf of Rotary International in Great Britain and Ireland and Rotary International, but they too will be bound by GDPR Privacy Notices.

We collect information given to us directly when you:
become a member
take part in specific activities which require information for effective communications
communicate with us either by phone, in writing, including email or in person.

Cookies  on our website are only used for monitoring traffic to our site. The information is anonymous; we do not use cookies to store information. Personal data you give us via our “Contact Us” webpage will only be used to respond to your enquiries and for any follow-up communication you have given us permission to do.

Personal information -  we will only ever capture the minimum amount of information that we need to respond to enquiries and promise to keep personal information as secure as is possible. The personal data we collect via our website is: Name, Contact details and Details of the enquiry. When no longer needed your data will be deleted from our system.

Data - we will only use personal data for the legitimate interest of conducting core Rotary activities, including:
Providing the services or information requested via our “Contact us” page on our website.
Administering membership.
Providing those services which one would expect as an active member.
Communicating organisational messages and information to members and club officers
Supporting the Rotary Foundation (TRF) and the Rotary Foundation United Kingdom
Providing information and updates to members and club officers on RI and RIBI programmes and service projects

Sensitive information - we do not collect any personal information on members classified as ‘sensitive’ under GDPR.

Interact and under 18’s data - we do not collect or hold information from under 18’s. Interact club is managed through the identified Rotarian member and the relevant school officer. Names may be collected to effect Rotary Insurance cover but will be disposed of after the specific event. Personal details of RYLA candidates will be held by District 1030 officers, but they will also be subject to GDPR Privacy Notices.

Data Sharing within the Rotary organisation - the Rotary organisation is made up of Rotary International, The Rotary Foundation (TRF), Rotary International in Great Britain and Ireland, the Rotary Foundation United Kingdom (RFUK) and the RIBI Donations Trust. When information is given to us it will be shared within the wider Rotary organisation to facilitate effective membership and to provide the service afforded as part of that membership. We will ensure that data processing agreements, compliant to GDPR, are in place before sharing any data within the wider organisation. Rotary clubs and districts within Rotary International in Great Britain and Ireland are data processors for disclosed personal information associated with individual memberships and will process data in accordance with GDPR Privacy Notices. RIBI and Rotary Districts also collect personal data for their individual club and district activities and are, therefore, also independent data controllers. This means they are also legally responsible for protecting any data under GDPR legislation whilst in their safekeeping and will have their own privacy notices in this respect.

Sharing with third parties - we will never commercially sell or disclose personal data to anyone else. We will only ever share personal data in the circumstances listed above. However, we may be obliged to disclose personal details, if required by the police, agencies such as HMRC, regulatory bodies or our legal advisors.

Your information and who has access to it - we ensure that there are appropriate physical and technical controls in place to protect personal details. For example, confidential paper records are securely stored, and our electronic system is protected and routinely monitored. Confidential paper waste is shredded. We undertake regular reviews of who has access to information that we hold to ensure that your personal information is only accessible by appropriate Rotary members.

Storing information -  personal information will be hosted securely by the Club Secretary, and by RIBI and RI. However, Rotary International runs its operations outside the European Economic Area (EEA). Although they may not be subject to the same data protection laws as organisations based in the UK, steps are being taken to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you understand your personal data will be transferred, stored and processed at a location outside the EEA. You can view Rotary International’s privacy notice by visiting their website.

Retaining  information and keeping it up to date - We will only keep information for as long as we need it:
to assist you with your enquiry,
to process your membership,
for event registration
or other services associated to your Rotary membership.
We will delete all personal details upon termination of membership. Individual members can now be responsible for keeping their own personal data up to date and have access to the RIBI Data Management System (DMS) or My Rotary on the RIBI website for this purpose. In addition, where necessary, we will keep your information accurate and up-to-date.