New Forest Chapter Privacy Policy

Updated 21st May 2018.

 

Introduction

The following is explained in our privacy policy below:

  • What personal data we process
  • Why we process personal data
  • Legal basis for processing personal data
  • Which 3rd parties we share your data with
  • Data privacy user rights and how to exercise them
  • How to contact New Forest Chapter about data privacy

New Forest Chapter is run by unpaid volunteer members, for members, under a framework provided by Harley Owners Group (H.O.G); we require information from you to provide you access to our products, events, ride outs and online resources.

By giving us your personal information, including personal data like your address and phone number, you consent to us collecting and using that information in the ways that we describe in this privacy policy and/or that you have specifically consented to. In some circumstances we also use legitimate interest, legal obligation, or contractual reasons to process the data – these are all detailed below.

 

Data collected

Data collected from your membership form and on processing your application.

What: Your full name, residential address, phone number(s), email address, cheque details, transaction details, and your National H.O.G (Harley Owners Group) number. Any details you include on a bank transfer reference will be processed by Lloyds Bank

Why: Your email address will be used to communicate notices of upcoming social events, ride outs and other New Forest Chapter business. Your phone number will be used to contact you with any membership, payment issues or as an emergency contact. During membership application and annual membership renewal we have a requirement to verify you have active membership with H.O.G (Harley Owners Group). You cannot be a member of a HOG Chapter without an active H.O.G (Harley Owners Group) membership. Cheque and/or transaction details are held to confirm you have paid.

Legal basis: Consent – by giving us this information you are consenting to it being processed. Legal obligation – financial information and release statement information needs to be retained to fulfil legal obligations. Legitimate interest – it is in our mutual interest to be able to communicate club business with you. Vital interests – emergency contact information is needed in order to protect the vital interests of the data subject or of another person.

Retention: Financial history such as membership subscription purchases will be deleted after 7 years. Copies of cheques are destroyed once they clear. All other data will be deleted after two years.

Data collected by receiving our club newsletter.

What: Whether or not you open the email or click links in the email and what IP address and application is used to view the email and what type of device.

Why: Information about your device is used by Mailchimp to ensure email compatibility. Open and click rate is used to track efficacy of the campaign.

Legal basis: Consent – by giving us this information you are consenting to it being processed.

Retention: Data is retained indefinitely until unsubscribed.

Data collected through reimbursement of club expenses.

What: Your full name, and bank account details. Any bank transfer or cheque details will be processed by Lloyds Bank.

Why: In order to pay you and for accounting purposes.

Legal basis: Consent – by giving us this information you are consenting to it being processed. Legal obligation – financial information and release statement information needs to be retained to fulfil legal obligations.

Retention: Financial history will be deleted after 7 years.

Data collected for the Chapter Challenge.

What: Your VIN, name and mileage will used where you entered your bike for the annual chapter mileage challenge.

Why: These details are needed for the competition.

Legal basis: Consent – by giving us this information you are consenting to it being processed.

Retention: The data will be deleted after two years.

Data collected by visiting our website.

What: The areas of the website you visit. The amount of time you spend on the site. How you came to our website – for example, through an email link or a search engine. The type of computer, browser or operating system you use. IP Address, network location and internet connection you use.

Why: The browsing behaviour helps us improve the website. The technical information is required to make the website function correctly.

Legal basis: Consent – by giving us this information you are consenting to it being processed.

Retention: Data is automatically deleted after 3 months.

 

Data collected by buying our merchandise from Southampton Harley-Davidson

What: Your full name and contact details.

Why: We use this information to fulfill your order or to contact you regarding the order.

Legal basis: Contractual – we would be unable to fulfil the purchase without the data. Consent – by giving us this information you are consenting to it being processed.

Retention: Data is deleted after 2 years.

 

Data collected by filling in contact forms including rally contact forms website.

What: Your name, email and contact details. These are sent by email to the webmaster and the contact you have chosen to contact.

Why: In order to reply to your contact request and to monitor the correct functioning of the system.

Legal basis: Consent – by giving us this information you are consenting to it being processed.

Retention: Data is deleted after 7 years.

Data collected by signing up, and thus opting-in, to our Rally newsletter.

What: Your name and email address. Whether or not you open the email or click links in the email and what IP address and application is used to view the email and what type of device.

Why: In order to send you email newsletters regarding our rally and other related club events. Information about your device is used by Mailchimp to ensure email compatibility. Open and click rate is used to track efficacy of the campaign.

Legal basis: Consent – by giving us this information you are consenting to it being processed.

Retention: Data is retained indefinitely. Once unsubscribed we retain the information that you unsubscribed in order to not accidentally re-subscribe you.

Data collected by emailing any of our New Forest Chapter email addresses.

What: Your name and email address and the contents and attachments of the email.

Why: In order to process your message.

Legal basis: Consent – by giving us this information you are consenting to it being processed. Legitimate interest – it is in our mutual interest to be able to communicate with you relating to club business or your message.

Retention: Data is deleted after 7 years.

Data collected by submitting personal data such as, but not limited to, your name, vehicle details and photographs, to our Webmaster, Magazine Editor, Photographer, Ladies of Harley officer or other club member for the purposes of publishing this data.

What: We will process and may publish the data you submit to us on our website, newsletters, magazine, posters, leaflets, Facebook and/or other publications. If you do not consent to your data being used in this way – please let any potential or actual photographer know at every occasion. Your data will be shared with our magazine layout and printing company for the purpose of producing and posting the magazine.

Why: In order to publish it now, or in the future and to maintain a club history.

Legal basis: Consent – by giving us this information you are consenting to it being processed. Legitimate interest – it is in our mutual interest to be able to publicise members taking part in our events or activities.

Retention: Data is retained indefinitely as a public historical record of our club.

Data collected by photography at any of our events or submitted to us electronically or hard copy.

What: We will take, store and publish photographs of you and your vehicle individually and in group photos. The photographs may be published on our website, newsletters, magazine, posters, leaflets, Facebook and/or other publications.

Why: To advertise our club and its activities as well as a club history.

Legal basis: Consent – by giving us this information you are consenting to it being processed. Legitimate interest – it is in our mutual interest to be able to publicise members taking part in our events or activities.

Retention: Data is retained indefinitely as a public historical record of our club.

Data collected by attending or reserving places at our yearly European trip.

What: Your full name, residential address, phone number(s), email address, vehicle registration details, travel insurance. We will share these details with the companies involved in booking the travel and event. We also process ICE (in case of emergency) details which includes next of kin name and telephone number.

Why: Your details are required in order to secure your place in the group booking. ICE information is required for safety. In addition we may contact you regarding the event or future similar events.

Legal basis: Consent – by giving us this information you are consenting to it being processed. Vital interests – emergency contact information is needed in order to protect the vital interests of the data subject or of another person.

Retention: Your data will be deleted after one year.

Data collected by attending rideout

What: Your name and signature as well as the name of any passengers.

Why: To record your release statement and to keep a record of the most attended ride outs for our annual prizes awarded at the AGM.

Legal basis: Consent – by giving us this information you are consenting to it being processed. Legal obligation – release statement information needs to be retained to fulfil legal obligations. Retention: Your data will be deleted annually after the AGM.

Data collected by agreeing to join our Road Crew

What: We will collect your name, photograph, email address and phone numbers. We will share this data with all other road crew members.

Why: In order to communicate road crew information between and within the road crew as well as emergency contact information. Your photograph and name may be published on website, newsletters, magazine, posters, leaflets, Facebook and/or other publications in relation to being on the road crew.

Legal basis: Consent – by giving us this information you are consenting to it being processed. Legitimate interest – it is in our mutual interest to be able to communicate within the road crew. Vital interests – emergency contact information is needed in order to protect the vital interests of the data subject or of another person.

Retention: We will delete the data once you let us know you no longer wish to be part of the road crew. Until then retention is indefinite.

Data collected by agreeing to join our Committee

What: We will collect your name, photograph, email address and phone numbers. We will share this data with all other committee members.

Why: Phone numbers are used in order to communicate within the committee. Your photograph and name may be published on website, newsletters, magazine, posters, leaflets, Facebook and/or other publications in relation to being on the committee. Your email address is used as a backup address for contacting you as well as your New Forest G Suite account recovery.

Legal basis: Consent – by giving us this information you are consenting to it being processed. Legitimate interest – it is in our mutual interest to be able to communicate within the committee and advertise your position.

Retention: We will delete the data once you let us know you no longer wish to be part of the committee. Until then retention is indefinite.

 

Sharing your information with other systems and organisations

MailChimp – your email address will be used for email marketing and club news related to New Forest Chapter where we have a legal basis to do so. MailChimp Privacy Policy: https://mailchimp.com/legal/privacy/

SmugMug – photos and/or videos where you feature as part of a scene, a group, or individually may be uploaded to our New Forest Chapter online Flickr galleries. SmugMug Privacy Policy: https://www.smugmug.com/about/privacy

Harley Owners Group (H.O.G) – We will access H.O.G membership systems to verify that you are a member of H.O.G. If you consent to taking part in the Chapter Mileage Challenge, your name, motorcycle registration number, VIN, your name and gender will be uploaded to their systems. H.O.G Privacy Policy: https://www.harley-davidson.com/gb/en/footer/utility/privacy-policy.html

Social Media – Content you have contributed to and photos where you appear as part of a scene or individually may be shared on Social Media platforms as part of New Forest Chapter’s effort to market themselves. Facebook Privacy Policy: https://www.facebook.com/legal/FB_Work_Privacy

Southampton Harley-Davidson – will process your data for the purchase of ordering club merchandise. Privacy policy: https://www.southamptonharley-davidson.co.uk/privacy.php

iPage – is our website hosting company. All data collected by using our website is processed by them. Privacy policy: https://www1.ipage.com/legal/legal_privacy.bml

Eurocamp is the european trip holiday company we use. Your euro trip booking information will be shared with them. Privacy Policy: https://www.eurocamp.co.uk/information/privacy-and-cookies

Google – We use Google G Suite as the office suite and cloud storage for all our digital documents. We use Google Photos for collecting photos. Privacy policy: https://policies.google.com/privacy

LLoyds – is our bank. When you make payments to us using cheque or bank transfer, your details will be stored on our bank account statements. The same applies when we pay expenses via cheque or bank transfer. Privacy policy: https://personal.natwest.com/global/privacy.html

ST Designs – is our magazine layout contractor. All data published is processed by them for the purpose of producing the magazine.

adp Design & Print – is our magazine printing and distribution company. All data published is processed by them for the purpose of producing the magazine and shipping it.

Law Enforcement – we will fully cooperate with UK and European law enforcement agencies if required.

 

Your Rights

If you reside in the European Union, you have the right under the General Data Protection Regulation to request from New Forest Chapter access to and rectification or erasure of your personal data, the right to object to processing of your personal data, and the right to lodge a complaint with a supervisory authority. If you reside outside of the European Union, you may have similar rights under your local laws.

 

How to contact us regarding your data

To request access to, rectification or, erasure of your personal data, please use our Contact Us form:

http://www.newforesthog.co.uk/contact-us/

We will respond to data subject requests within 28 days of receiving it. We may redact information where the data we provide to you references other individuals, groups or miscellaneous entities. We have a duty of care for their privacy also. For security purposes you can only request information about yourself or a person your have legal responsibility for. For security purposes, we will only send the data via email and password ZIP format. An access password will be provided in a separate secure way.

We will respond to rectification or erasure requests within 28 days of receiving it.

You can OPT OUT to our MailChimp newsletters – instructions are given on each email.