GDPR May 2018

Date for your diaries - Sunday 2nd DECEMBER 2018
More Details of the event to follow later in the year

about the event
sponsorshipform

OUR CHOSEN CHARITIES FOR 2018 ARE




GDPR POLICY STATEMENT

Rotary Club of Cheltenham Sunrise District: 1100
Charity No: 1051183 Club No: 30129

Privacy Policy


Introduction
This document outlines the processes the Rotary Club of Cheltenham Sunrise
as part of Rotary International in Great Britain and Northern Ireland, will
follow to adhere to the General Data Protection Regulations 2018.

Rotary Club of Cheltenham Sunrise organises an annual Santa’s Fun Run

To keep interested parties informed of future fun runs we send out irregular
(usually no more than 4 or 5 per year) email communications detailing this information.
Nearer to the date of the actual event we may add an extra 1 or 2

Personal Information
Rotary Club of Cheltenham Sunrise retains email addresses plus first and last names
(if provided) of those individuals who have signed-up to receive irregular updates
relating to our Santa’s Fun Run. This data is used for the sole purpose of passing
on information relating to the event.

How we collect information
When individuals subscribe to our email distribution list, they may choose voluntarily
to give us certain information (for example, by signing up to the list online or by
providing their email address to be informed of future fun runs when applying for
tickets via post). This information requires direct action by the individual at the
time in order for their details to be added to our distribution list.

At the bottom of every email we send there is the option to opt out of future
communications should recipients wish to do so. Recipients of our Santas Fun Run
email communications have applied consent to Rotary Club of Cheltenham Sunrise by
actively giving us their details when subscribing. In doing so, they are allowing
active communication from us to send out information and updates relating to our
Santa’s Fun Run.

How long we retain information for
Rotary Club of Cheltenham Sunrise will not retain information for longer than necessary. We will only hold onto the information you provide for as long as the Club continues to run the event. You are entitled to request that any of your data is deleted from our records at any time.

Consent
Rotary Club of Cheltenham Sunrise will not contact any persons for whom we do not
have consent to do so. We understand that you trust us with your personal information
and we are committed to ensuring the security and privacy of your personal information.
You are able to do any of the following:

•You can verify the details you have submitted to Rotary Club of Cheltenham Sunrise
using the contact button below. You can contact us to change, correct or delete any or
all of your personal information. We may retain archived copies of your information as
required by law or for legitimate business purposes (including helping to prevent
address fraud and spam).
•You can unsubscribe from receiving any emails by letting us know by email, by using
the contact button. Once you do this, you will no longer receive any emails from us.
•You can request a readable copy of the personal data we hold on you at any time.
To do this, please contact us by using the contact button.

Use of Personal Information & How the Law Applies
There are times when it is not practical or feasible for Rotary Club of Cheltenham
Sunrise to obtain or record consent, however this information will only be used or
processed if there is a Legitimate Interest for us to do so, and in doing so your
interests and rights as an individual are not harmed.

Changes to your data
From time to time Rotary Club of Cheltenham Sunrise may need to contact those on
its Santa’s Fun Run email distribution list to make sure that we have accurate details
for you.

Data Sharing
Rotary Club of Cheltenham Sunrise will not rent, swap or sell any personal information
to other organisations. Information is only shared with direct connections of the club,
such as its members.

Please note, we are constantly reviewing how we process and protect data.
Therefore, changes to our policy may occur at any time. We will endeavour to
publicise any changes.