Introduction
Rotherham and Sheffield Canal Association respects your privacy and is committed to protecting your personal data. This policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you. It will also let you know about any cookies we use or ask you to accept.
1 Purpose of this Privacy Policy
1.1. This policy gives you information on how we collect and process your personal data through your use of this website.
1.2. This website is not intended for minors and we do not knowingly collect data relating to children.
1.3. It is important that you read this policy together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This policy supplements the other notices and is not intended to override them.
Data Controller
1.4. Rotherham and Sheffield Canal Association is the data controller and responsible for your personal data that we obtain when you visit this website. When we mention “we”, “us” or “our” in this policy, we are referring to Rotherham and Sheffield Canal Association.
1.5. We have appointed our Secretary as a data protection officer (DPO) who is responsible for overseeing questions in relation to this policy. If you have any questions about this policy, including any requests to exercise any of your rights in respect of data protection, please contact the DPO using the details set out below.
1.6. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Contact Details
Legal entity: Rotherham and Sheffield Canal Association
Name or title of DPO: The Secretary
Email address: contactrasca(at)gmail.com
Postal address: Rotherham and Sheffield Canal Association, Ickles Lock, Nr. Brinsworth Street, Rotherham, S60 1AB
Changes to the Privacy Policy and Your Duty to Inform Us of Changes
1.7. This version has been approved by Rotherham and Sheffield Canal Association. It was approved on 13 January 2021.
1.8. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
1.9. This website may include links to third party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third party websites and are not responsible for their websites or their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
2 The Data We Collect About You
2.1. ‘Personal Data’, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
2.2. We may collect, use, store, and transfer different kinds of Personal Data about you which we have grouped together as follows:
2.2.1. Identity Data which may include your first name, last name, a profile username, or date of birth;
2.2.2. Contact Data which may include your email address or contact telephone number;
2.2.3. Technical Data which may include your internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website;
2.2.4. Profile Data which may include a username and password;
2.2.5. Usage Data which may include information about how you use our website, products and services; and
2.2.6. Marketing and Communications Data which includes your preferences in receiving marketing from us and our third parties and your communication preferences.
2.3. We may also collect, use, and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website page. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this policy.
2.4. We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
If You Fail to Provide Personal Data
2.5. Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
3 How is Your Personal Data Collected?
3.1. We use different methods to collect data from and about you. For example:
3.1.1. Direct interactions with you. You may provide us with your personal data by filling in forms or by corresponding with us by post, phone, email, or otherwise. This includes the personal data you provide when you:
3.1.1.1. subscribe to our service or publications;
3.1.1.2. request marketing to be sent to you;
3.1.1.3. enter a competition, promotion or survey; or
3.1.1.4. give us some feedback;
3.1.2. Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions, and patterns. We collect this personal data by using cookies, server logs, and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details;
3.1.3. Third parties or publicly available sources. We may receive personal data about you from various third parties;
3.1.4. Technical Data from the following parties:
3.1.4.1. analytics providers such as Google based outside the UK and EU; and
3.1.4.2. search information providers such as Google based inside the UK and EU;
3.1.5. Contact and Transaction Data from providers of technical, payment, and delivery services based inside the UK and EU; and
3.1.6. Identity and Contact Data from third party sources (for example Companies House).
4 How We Use Your Personal Data
4.1. We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
4.1.1. Where we need to perform the contract we are about to enter into or have entered into with you;
4.1.2. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests; and
4.1.3. Where we need to comply with a legal or regulatory obligation.
4.2. Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending direct marketing communications to you via email, text message, or social media. You have the right to withdraw consent to marketing at any time. To do this, please contact our DPO.
Purposes for Which We Will Use Your Personal Data
4.3. We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
4.4. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
| Purpose/Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
|---|---|---|
| To register you as a new customer | (a) Identity (b) Contact | Performance of a contract with you |
| To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) Asking you to leave a review or take a survey | (a) Identity (b) Contact (c) Profile (d) Marketing and Communications | (a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services) |
| To enable you to complete a survey | (a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications | (a) Performance of a contract with you (b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our Association) |
| To administer and protect our Association and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) | (a) Identity (b) Contact (c) Technical | (a) Necessary for our legitimate interests (for running our Association, provision of administration and IT services, network security, and to prevent fraud) (b) Necessary to comply with a legal obligation |
| To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you | (a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical | Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our Association and to inform our marketing strategy) |
| To use data analytics to improve our website, products/services, marketing, customer relationships and experiences | (a) Technical (b) Usage | Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our Association and to inform our marketing strategy) |
| To make suggestions and recommendations to you about goods or services that may be of interest to you | (a) Identity (b) Contact (c) Technical (d) Usage (e) Profile | Necessary for our legitimate interests (to develop our products/services and grow our Association) |
Third Party Marketing
4.5. We will get your express opt-in consent before we share your personal data with any other organisation for marketing purposes.
Opting Out
4.6. You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you.
Cookies
4.7. You can set your internet browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. Alternatively, you can decide to accept or reject on a site-by-site basis. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.
Our Website uses cookies to distinguish you from other users of our Website. This helps us to provide you with a good experience when you browse our Website and also allows us to improve our site. By accepting cookies on this site you accept the terms of this policy.
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.
We use the following cookies:
Strictly necessary cookies. These are cookies that are required for the operation of our Website. They include, for example, cookies that enable you to log into secure areas of our Website or to make use of e-billing services.
Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our Website when they are using it. This helps us to improve the way our Website works, for example, by ensuring that users are finding what they are looking for easily.
Functionality cookies. These are used to recognise you when you return to our Website. This enables us to personalise our content for you, greet you by name, and remember your preferences (for example, your choice of language or region).
Targeting cookies. These cookies record your visit to our Website, the pages you have visited, and the links you have followed. We will use this information to make our Website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
Except for essential cookies, all cookies will expire after two years.
You can find more information about the individual cookies we use in our Cookie Policy.
Change of Purpose
4.8. We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
4.9. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
4.10. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5 Disclosures of Your Personal Data
5.1. We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above;
5.1.1. External Third Parties as set out in part 8 (Glossary);
5.1.2. Specific third parties such as Google; and
5.1.3. Third parties to whom we may choose to sell, transfer, or merge parts of our Association or our assets.
5.2. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6 Data Retention
6.1. We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
6.2. Generally to determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
7 Your Legal Rights
7.1. Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:
7.1.1. request access to your personal data;
7.1.2. request the correction of your personal data;
7.1.3. request the erasure of your personal data;
7.1.4. object to the processing of your personal data;
7.1.5. request the restriction of processing your personal data;
7.1.6. request transfer of your personal data; and
7.1.7. withdraw your consent to the processing of any part of your personal data.
7.2. If you wish to exercise any of the rights set out above, please contact the DPO.
No Fee Usually Required
7.3. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may also refuse to comply with your request in these circumstances.
What We May Need from You
7.4. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time Limit to Respond
7.5. We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
8 Glossary
8.1. The following words and/or phrases used in this Policy shall have the following meanings;
Legitimate Interest means the interest of our Association in conducting and managing our Association to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
External Third Parties means (i) professional advisers including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services and/or (ii) HM Revenue & Customs, regulators, and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances (iii) the Canal and River Trust.