Rotary Club of Ballymoney

1. Background

The Rotary Club of Ballymoney was founded in 1965 by a group of likeminded local professional and business men who felt the need for an organisation of this sort in Ballymoney.

We, the Rotary Club of Ballymoney (www.ballymoneyrotary.org.uk), come under the aegis of Rotary Great Britain and Ireland (RIBI) (www.rotarygbi.org) which in turn is part of Rotary International (www.rotary.org)

Rotary International is one of the world's largest and most successful global membership and humanitarian service organisations, with 1.2 million members in over 200 countries. There are currently some 35,000+ clubs worldwide. The mission of Rotary International is to provide service to others, promote integrity, and advance world understanding, goodwill, and peace through our fellowship of business, professional, and community leaders.

We in Ballymoney Rotary Club support the aims and objectives of

Rotary International in the worldwide, namely:-

• Promotion of peace

• Fight against disease

• Provision of clean water, sanitation, and hygiene

• Saving of mothers and children

• Support of education

• Growth of local economies

and we help in this regard by paying over a set proportion of our annual membership fees to Rotary international via RIBI. A further proportion of our membership fees goes towards our charity account but the majority of our funds are generated by events that we hold each year. However, our focus is more localised and most of the money that we raise is used to support organisations, charities and individuals in the Ballymoney area.

Our biggest fund raising events are our charity breakfast and our Dragon Boat Race on the River Bann which raise several thousand pounds each year.

2. Data Held

When members join the Club they voluntarily provide the Secretary with their name, address, occupation, phone numbers and email address. They may also provide the name of their spouse or partner. This information is used solely for the purposes of running the Club and is not shared with any third party unless with the member’s express consent.

We maintain a database of our supporters and other contacts in order that the Club can get in touch with them in advance of any functions or fund raising events. Most of this information, i.e. names and addresses, is readily available in the public domaine,

e.g. the Phone Book, but occasionally some of these people supply additional personal information such as their email addresses and mobile phone or ex-directory numbers. This information is kept for the aforementioned specific purposes and is never shared with any third parties except with the express consent of the data subject.

In the event that photographs are taken at any Rotary event or occasion the express consent of the subjects of those photographs must first be obtained before any of their details are disclosed or any photographs of them are published.

3. Privacy Policy

This Privacy Policy shall be posted on the Club’s website (www.ballymoneyrotary.org.uk) and a copy thereof shall be enclosed with every letter, invitation or notice sent out (or a link thereto in the case of an email).

Notices of meetings or events published in the press or in social media shall make reference to this Privacy Policy and, where appropriate, shall include a link to the Club’s website (www.ballymoneyrotary.org.uk).

4. Individual’s rights

Data subjects have the right to inspect the Club’s databases to ensure that the data held by the Club is limited to that stated above and that it is accurate and up-to-date.

Save where members’ data is required for the purposes set out in Paragraph 2 above, data subjects may request that their data be deleted from the Club’s databases. The Secretary of the Club shall ensure that any such request has, where possible, been complied with and shall, within 28 days from the receipt of such request, inform the data subject accordingly.

All requests to data subjects for the right to share or publish their data shall be made to the data subjects (or their Personal Representatives) individually and such consent shall be in writing and must be express, not implied.

5. Subject access requests

Requests by a data subject for access to their data shall be made in writing to the Secretary of the Club and replies to such requests shall be furnished to the persons making the requests within 28 days of such request being received.

6. Lawful basis for processing personal data

The personal data of data subjects may, when formally requested, be made available to any official body.

7. Consent

Any consent obtained with regard to the disclosure, sharing or publication of any data, whether written, graphical or otherwise shall be express and shall be in writing.

The Club Secretary shall keep a record of all requests for consent and whether or not consent has been given or withheld, as evidenced by the data subject’s written reply.

Any request for consent that has not been replied to by the data subject within 28 days shall be construed as consent having been withheld.

The above records shall be kept in a secure place to which only the officers of the Club shall have access.

8. Children

In any events involving children, the consent of each child’s parent or guardian for the publication or sharing of data or photographs shall be obtained in writing together with verification of the child’s age.

9. Data breaches

In the event that the data of any data subject or any child of a data subject shall be disclosed, published or shared without the appropriate consent, the data subject shall report the matter in the first instance to the President of the Club who will make the appropriate enquiries as to the circumstances of such alleged breach. He shall communicate his findings to the data subject within 28 days of the complaint being received.

10. Changes to our Privacy Policy

This Privacy Policy will be kept under constant review and any changes will be published on our website (www.ballymoneyrotary.org.uk)