Privacy Policy

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Basingstoke Loddon Rotary (“we”/”us”/”club”) promise to respect the confidentiality of any personal data you share with us, or that we have access to through Rotary View (RV), the Rotary GB&I Template System, Rotary International in Great Britain & Ireland (RIBI) (including The Rotary Foundation of the United Kingdom [RFUK]), or Rotary International (RI) (including The Rotary Foundation [TRF]), to keep it safe, and we will always take 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 your information; we promise we will never do anything with your details that you wouldn’t reasonably expect.

Developing a better understanding of our members and donors is crucial, and your personal data allows us to manage your membership and provide the services to which you are entitled.

It is expected that club members and district officers may also process member personal data on behalf of the club and the Rotary organisation and they too will also be bound by this privacy notice.  Rotary GB&I (website: rotarygbi.org) and RI (website: www.rotary.org) may also process member personal data in accordance with their privacy notices published on their respective websites. 

When you give it to us DIRECTLY There are many ways you may give us your information. For example, when you join as a member, begin volunteering, make a donation, purchase our products or communicate with us either by phone, email or in person. We are responsible for your data at all times.

When you give it to us INDIRECTLY Your information may be shared with us by independent organisations, for example sites like Virgin Money Giving or BT MyDonate or other such services. These independent third parties will only share your information when you have consented. You should check their Privacy Notice when you provide your information to understand fully how they will process your data.

Via Social Media Depending on your settings or the privacy notices for social media and messaging services like Facebook, WhatsApp, LinkedIn or Twitter, etc., you might give us permission to access information from those accounts or services.

Via information available publicly

This may include information found in places such as websites (club, district, action groups etc), Companies House and information that has been published in articles/newspapers.

What personal information we collect and how we use it We will only ever capture the minimum amount of information that we need to in relation to your membership, donation or services we provide to you and we promise to keep your information secure. The personal data we may collect includes:

• Your name
• Your contact details (address, email and telephone number as appropriate)
• Your date of birth
• Gender
• Details of the enquiry, service or product

Where it is appropriate, we may also ask for additional information, and this will be made clear to you at the time the personal information is requested.

How we will use your data

We will use your personal data for the legitimate interest of conducting core club or district activities, these will include:

• Administer your membership, or donation, including processing Gift Aid where applicable
• Provide you with the services, products or information you would reasonably expect to receive as part of your membership or enquiry.
• Providing services, products, guidance or information to members for their general activities, including Disclosure and Barring Service checks
• Communicating organisational messages and information to members, district and club officers, and with their consent, non-members and friends of the club.
• Facilitate club and district meetings, club and district training events, district conference, and other special event planning
• Supporting club and district newsletters, district magazine and ‘The Rotarian’ and ‘Rotary’ magazines
• Supporting The Rotary Foundation (TRF) and the Rotary Foundation United Kingdom (RFUK)
• Providing information and updates to club members on RI and Rotary GB&I programmes and service projects
• Preparation of Handbooks (member lists) for club, district, Rotary GB&I and RI as appropriate
• Appointments to club and district offices, committees, task forces and other assignments within the Rotary organisation
• To present our website and its contents to you and to allow you to participate in interactive features on our website
• Keep a record of your relationship with the club and within the Rotary organisation
• Understand how we can improve our services, products or information
• In any other way we may describe when you provide the information
• For any other purposes with your consent
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Sensitive information

We do not collect any personal information on members classified as ‘sensitive’ under GDPR. For example, information about an individual’s: race; ethnic origin; politics; religion; trade union membership; genetics; biometrics (where used for ID purposes); health; sex life; or sexual orientation.

Interact, Rotakids and under 18’s data

We do not collect information from under 18’s without the consent of their parent/guardian.. Interact and Rotakids clubs are managed through the identified Rotarian member contact. The Rotary GB&I District Youth Exchange Association operates as a separate entity to Rotary GB&I and RI and is responsible for the organisation of Rotary youth exchange programmes. Their privacy notice is available by visiting their website here.

1) Our service/host providers In the course of our legitimate club activities, there may be a need for us to share, or give access to, your personal data to third parties that provide us with services or host our applications/software that you may access, for instance:

• Rotary district 1110
• Rotary International, including TRF
• Rotary International in Great Britain & Ireland, including RFUK
• Rotary GB&I Template Designer and Rotary GB&I Template Administrators
• Amazon Web Services – our Rotary GB&I Template database, Rotary View (RV) and rotarygbi.org secure hosting service provider
• 
  

We will ensure that data processing agreements, compliant to GDPR, are in place before sharing with, or giving access to, your data with any of our service/host providers outside of the Rotary organisation.

2) 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), the Rotary GB&I Donations Trust.

When you give information to us it may be shared within the wider organisation to facilitate your membership or donations and to provide the service afforded to you as part of that membership/donation.

On occasion, the club may collect personal data for our individual activities (such as an event requiring personal information for registration) and are therefore independent data controllers. The club may also act as a data processor for some of your personal information associated with your membership via the Rotary GB&I Template, RV and My Rotary. This means that we are also responsible for protecting your data under GDPR legislation whilst it is in our safekeeping and we will process your data in accordance with the privacy notices of the club, district, Rotary GB&I and RI as appropriate.

3) Sharing with third parties

We will never commercially sell your personal data to anyone else.

We will only ever share your personal data in other circumstances, not listed above, if we have your explicit and informed consent at the time of collection.

However, we may need to disclose your details if required to by the police, other agencies, for example HMRC, regulatory bodies or our legal advisors.

How we keep your information safe and who has access to it

We ensure that there are appropriate physical and technical controls in place to protect your personal details and we work within good practice, for example, confidential paper records are securely stored, or securely disposed of as appropriate. The club and its members ensure that PCs/devices holding personal information on behalf of the club are protected with appropriate anti-virus and malware protection and this is routinely monitored by the club.

We undertake regular reviews of who has access to information that we hold to ensure that your personal information is only accessible by appropriate members, Rotary officers, Rotary staff and members and our service/host providers. We do comprehensive checks on the companies we use before we work with them and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they may have access to as part of providing those services.

We have a duty to report certain types of personal data breaches to the relevant supervisory authority, and where feasible, we will do this within 72 hours of becoming aware of the breach. If a breach is detected and likely to result in a high risk of adversely affecting you, we will inform you without undue delay.

The club may hold your information in various ways depending on your relationship with us, for instance:

• Members’ personal information is stored via RV, Rotary GB&I Template System and My Rotary and in some instances may held by individual club officers or members for the purpose of specific club activities.
• As a ‘friend of this Rotary club’, with your consent, your personal information may be stored on RV and Rotary GB&I Template System and in some instances may be held by individual club officers or members for the purpose of specific club activities.
• As a non-member of Rotary, with your consent, your personal information will be held by individual club officers or members for the purpose of specific club activities.
• 
  

With the exception of ‘friends of this Rotary club’, there is a two-way synchronisation of personal information made through RV between the Rotary GB&I Template System and RI’s My Rotary.

Your personal information held on RV/Rotary GB&I Template System is synchronised with RI’s My Rotary when updated through RV. Likewise, your personal information held on My Rotary can be synchronised to RV/Rotary GB&I Template System through RV.

Your personal information held on RV and Rotary GB&I Template System will be held securely within the UK or the EU by Rotary International in Great Britain & Ireland and their secure hosting service provider. You can view Rotary International in Great Britain & Ireland’s privacy notice by visiting their website.

However, Rotary International run 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, Rotary GB&I take steps to make sure RI 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.

How long we retain your information and how we keep it up to date

We will only keep your information for as long as we need it to assist you with your enquiry, process your membership, with either membership of this club, volunteering, any enquiry you make to us, donations, event registrations or other services as part of your membership, club activity or as requested by you. There are statutory timescales on how long we should keep your information, for example, gift aid transactions must be retained indefinitely, financial records must be kept for 7 years, information associated with Health & Safety can be retained for up to three years after an event etc. We shall delete your information according to these statutory limits, or according to guidance issued by the Information Commissioner, or guidance issued at the time the personal information is collected.

Individual members are responsible for keeping their own personal information up to date and have access to the the self-service systems within Rotary View (RV) or My Rotary for the purpose of updating their profile. Relevant officers of this club (such as club secretary) can also assist you in keeping your information up to date. In addition, where necessary, we will keep your information accurate and up-to-date.

Non-members of Rotary (including ‘friends of this club’) should also keep their personal information held by the club up to date and you can do this via the club secretary.

Your rights

The General Data Protection Regulations gives you certain rights and these are listed below for your convenience, further clarification of your rights is available on the Information Commissioners website:

• You have a right to be informed when your personal data is being collected, what is collected and how it will be used or shared.
• You have a right of access to your personal data: the right of access allows you to be aware of and verify the lawfulness of the processing of your personal data. Members and donors have access to their personal data via self-service systems such as Rotary View (RV) or My Rotary via the RI website. You can also request a copy of the information which we hold on you. This information will be provided free of charge, unless the request is found to be manifestly unfounded or excessive then a reasonable fee will be charged. The application should be made in writing, by letter or email, and addressed to the club, contact details shown below, enclosing two proofs of identification. Applicants should be aware that where requests are manifestly unfounded or excessive, in particular because they are repetitive, the club can: - charge a reasonable fee taking into account the administrative costs of providing the information; or - refuse to respond.
• You have a right in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed.
• You have a right in certain circumstances to object to the processing of your personal data for such reasons as direct marketing, automated decision making, profiling; although we can confirm we make no decisions on you using an automated process.
• You have a right in certain circumstances to data portability.
• 
  

In certain situations, these rights may not apply, for example if you are a valid member we will need to communicate with you about your membership and those services afforded to you as part of that membership; you hold a club or district office and we need to communicate with you in relation to that office, in which case you will not be able to unsubscribe from certain communications.

We collect and process your personal data through legitimate interests or because you have provided it to us to enable us to deliver a service to you. We will only process your personal data as you would reasonably expect us to. You can opt out of general member mailings at any time.

Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below.

Changes to this privacy notice

We may change this privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website or by notifying you directly.

Our contact details

Basingstoke Loddon Rotary

Email: please use the contact form

Complaints

If you are unhappy with how we have processed your personal information, please firstly contact the club,  details above. If you are still unhappy you may contact the following:

Information Commissioner’s Office

Wycliffe House Water Lane Wilmslow Cheshire, SK9 5AF

Helpline: 0303 123 1113 (local rate) or ++44 1625 545 745

Like most websites, we use “cookies” to help us make our site, and the way you use it, better. We do not store any personal data in the cookies that we use. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.

In addition, the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.

The type and quantity of information we collect and how we use it depends on why you are providing it. You should be able to control what cookies are placed on your device through your browser settings. Go to www.aboutcookies.org to find out more about cookies, including how to see what cookies have been set and how to manage and delete them.

This website uses cookies. We use cookies to personalise content, to provide social media features and to analyse our traffic. We also share information about your use of our site with our social media and analytics partners who may combine it with other information that you’ve provided to them or that they’ve collected from your use of their services. You consent to our cookies if you continue to use our website.

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Learn more about who we are, how you can contact us and how we process personal data in our Privacy Policy.

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NameProviderPurposeMaximum Storage DurationType__Secure-ROLLOUT_TOKENYouTubeUsed to track user’s interaction with embedded content.180 daysHTTP Cookie__Secure-YECYouTubeStores the user's video player preferences using embedded YouTube videoSessionHTTP Cookie__Secure-YNIDYouTubePending180 daysHTTP Cookie_fbp [x3]Meta Platforms, Inc.Used by Facebook to deliver a series of advertisement products such as real time bidding from third party advertisers.3 monthsHTTP Cookie_gcl_au [x2]GoogleUsed by Google AdSense for experimenting with advertisement efficiency across websites using their services.3 monthsHTTP Cookie_gcl_lsGoogleTracks the conversion rate between the user and the advertisement banners on the website - This serves to optimise the relevance of the advertisements on the website.PersistentHTML Local StorageANONCHK [x2]MicrosoftRegisters data on visitors from multiple visits and on multiple websites. This information is used to measure the efficiency of advertisement on websites.1 dayHTTP Cookieceempc-prod-11-s6uit34pua-uc.a.run.appRegisters a unique ID that identifies the user's device during return visits. Used for conversion tracking and to measure the efficacy of online ads.3 monthsHTTP CookieDTid.rotary.orgEnables the visitor to share content from the website onto social media platforms or websites.400 daysHTTP Cookiefbssls_Meta Platforms, Inc.Collects data on the visitor’s use of the comment system on the website, and what blogs/articles the visitor has read. This can be used for marketing purposes.SessionHTML Local Storagefbssls_#Meta Platforms, Inc.Collects data on the visitor’s use of the comment system on the website, and what blogs/articles the visitor has read. This can be used for marketing purposes.SessionHTML Local Storagei/jot/embedsTwitter Inc.Sets a unique ID for the visitor, that allows third party advertisers to target the visitor with relevant advertisement. This pairing service is provided by third party advertisement hubs, which facilitates real-time bidding for advertisers.SessionPixel TrackerLAST_RESULT_ENTRY_KEY [x2]YouTubeUsed to track user’s interaction with embedded content.SessionHTTP CookielastExternalReferrerMeta Platforms, Inc.Detects how the user reached the website by registering their last URL-address.PersistentHTML Local StoragelastExternalReferrerTimeMeta Platforms, Inc.Detects how the user reached the website by registering their last URL-address.PersistentHTML Local StorageLogsDatabaseV2:V#||LogsRequestsStoreYouTubeUsed to track user’s interaction with embedded content.PersistentIndexedDBmaps/vtGooglePendingSessionPixel TrackerMC1MicrosoftUsed by Microsoft to keep statistics on what pages the user has visited and how often an ad click leads to a purchase or other actions on the advertiser's website.1 yearHTTP CookieMicrosoftApplicationsTelemetryDeviceId [x2]MicrosoftSets a specific device ID. This ID is used by Microsoft to track users' website behaviour and the interaction with Microsoft application on the specific device.1 yearHTTP CookieMR [x3]MicrosoftUsed to track visitors on multiple websites, in order to present relevant advertisement based on the visitor's preferences.7 daysHTTP CookieMS0MicrosoftUsed by Microsoft to keep statistics on what pages the user has visited and how often an ad click leads to a purchase or other actions on the advertiser's website.1 dayHTTP CookieMSFPC [x2]MicrosoftUsed widely by Microsoft as a unique user ID. The cookie enables user tracking by synchronising the ID across many Microsoft domains.1 yearHTTP CookieMUID [x4]Microsoft
forms.cloud.microsoftPending1 yearHTTP CookienextId [x2]YouTubeUsed to track user’s interaction with embedded content.SessionHTTP CookieNIDGoogleRegisters a unique ID that identifies a returning user's device. The ID is used for targeted ads.6 monthsHTTP Cookieremote_sidYouTubeNecessary for the implementation and functionality of YouTube video-content on the website.SessionHTTP Cookierequests [x2]YouTubeUsed to track user’s interaction with embedded content.SessionHTTP Cookiesc_medium_sourceStatcounterDetermines how the user accessed the website. This information is used by the website operator in order to measure the efficiency of their marketing.PersistentHTML Local StorageServiceWorkerLogsDatabase#SWHealthLogYouTubeNecessary for the implementation and functionality of YouTube video-content on the website.PersistentIndexedDBSM [x2]MicrosoftRegisters a unique ID that identifies the user's device during return visits across websites that use the same ad network. The ID is used to allow targeted ads.SessionHTTP Cookiesp_landingSpotifyUsed to implement audio-content from Spotify on the website. Can also be used to register user interaction and preferences in context with audio-content - This can serve statistics and marketing purposes.1 dayHTTP Cookiesp_tSpotifyUsed to implement audio-content from Spotify on the website. Can also be used to register user interaction and preferences in context with audio-content - This can serve statistics and marketing purposes.1 yearHTTP CookieSRM_BMicrosoftTracks the user’s interaction with the website’s search-bar-function. This data can be used to present the user with relevant products or services.1 yearHTTP CookieSRM_L [x2]MicrosoftTracks the user’s interaction with the website’s search-bar-function. This data can be used to present the user with relevant products or services.1 yearHTTP CookieTESTCOOKIESENABLEDYouTubeUsed to track user’s interaction with embedded content.1 dayHTTP CookietopicsLastReferenceTimeMeta Platforms, Inc.Collects data on the user across websites - This data is used to make advertisement more relevant.PersistentHTML Local StorageuserRefererJotFormDetermines how the user accessed the website. This information is used by the website operator in order to measure the efficiency of their marketing.30 daysHTTP CookieVISITOR_INFO1_LIVEYouTubeTries to estimate the users' bandwidth on pages with integrated YouTube videos.180 daysHTTP CookiexidMicrosoftSets a unique ID for the visitor, that allows third party advertisers to target the visitor with relevant advertisement. This pairing service is provided by third party advertisement hubs, which facilitates real-time bidding for advertisers.SessionHTTP CookieYSCYouTubeRegisters a unique ID to keep statistics of what videos from YouTube the user has seen.SessionHTTP Cookieytidb::LAST_RESULT_ENTRY_KEY [x2]YouTubeUsed to track user’s interaction with embedded content.PersistentHTML Local StorageYtIdbMeta#databases [x2]YouTubeUsed to track user’s interaction with embedded content.PersistentIndexedDByt-remote-cast-available [x2]YouTubeStores the user's video player preferences using embedded YouTube videoSessionHTML Local Storageyt-remote-cast-installed [x2]YouTubeStores the user's video player preferences using embedded YouTube videoSessionHTML Local Storageyt-remote-connected-devices [x2]YouTubeStores the user's video player preferences using embedded YouTube videoPersistentHTML Local Storageyt-remote-device-id [x2]YouTubeStores the user's video player preferences using embedded YouTube videoPersistentHTML Local Storageyt-remote-fast-check-period [x2]YouTubeStores the user's video player preferences using embedded YouTube videoSessionHTML Local Storageyt-remote-session-app [x2]YouTubeStores the user's video player preferences using embedded YouTube videoSessionHTML Local Storageyt-remote-session-name [x2]YouTubeStores the user's video player preferences using embedded YouTube videoSessionHTML Local Storage

Unclassified (61)

Unclassified cookies are cookies that we are in the process of classifying, together with the providers of individual cookies.

NameProviderPurposeMaximum Storage DurationTypeA/N{39} [x2]MicrosoftPendingSessionHTTP Cookieaws_waf_referrer9b1899f20dc0.498fd4ec.eu-west-2.token.awswaf.comPendingPersistentHTML Local StorageBadgerAuthMicrosoftPendingSessionHTTP CookieBPMicrosoftPendingSessionHTTP CookieCLCanvaPending30 daysHTTP Cookiecompteurltcounter.websiteout.netPendingPersistentHTML Local Storagecsrf_cookiepostermywall.comPending1 dayHTTP CookieES|#|EVENT|#embed-cdn.spotifycdn.comPendingPersistentHTML Local StorageES|#|GLOBAL_SEQ_NUMembed-cdn.spotifycdn.comPendingPersistentHTML Local StorageES|#|INSTALLATION_IDembed-cdn.spotifycdn.comPendingPersistentHTML Local StorageES|#|SEQ_NUM|#embed-cdn.spotifycdn.comPendingPersistentHTML Local StorageES|#|STORAGE_IDembed-cdn.spotifycdn.comPendingPersistentHTML Local StorageexperimentLogCacheMicrosoftPendingSessionHTML Local StorageexperimentLogCacheTimeMicrosoftPendingSessionHTML Local StoragefailedsessionMicrosoftPendingSessionHTTP CookieFeatureOverrides_disableFeatures [x2]MicrosoftPendingSessionHTTP CookieFeatureOverrides_enableFeatures [x2]MicrosoftPendingSessionHTTP CookieFeatureOverrides_experimentsMicrosoftPendingSessionHTTP CookieFileHandlersdataMicrosoftPendingSessionHTML Local StorageFormsVersion/MicrosoftPendingPersistentHTML Local Storagegayl-session-idGive as you livePending1 yearHTTP Cookiehz_cache_250_p_1_normal_https://cdnc.heyzine.com/files/uploaded/b3a09c2846b2970beecd5f8bceed44fc8ccae9a6.pdfheyzine.comPendingSessionHTML Local Storagehz_cache_250_p_2_normal_https://cdnc.heyzine.com/files/uploaded/b3a09c2846b2970beecd5f8bceed44fc8ccae9a6.pdfheyzine.comPendingSessionHTML Local Storagehz_cache_250_p_3_normal_https://cdnc.heyzine.com/files/uploaded/b3a09c2846b2970beecd5f8bceed44fc8ccae9a6.pdfheyzine.comPendingSessionHTML Local StorageisODBDarkModeMicrosoftPendingPersistentHTML Local StorageKillSwitchOverrides_enableKillSwitches [x2]MicrosoftPendingSessionHTTP CookieLDMicrosoftPendingSessionHTTP CookieLDHMicrosoftPendingSessionHTTP Cookieleadership_lock#leadership_lockCanvaPendingPersistentIndexedDBmats-telemetry-profile-idMicrosoftPendingPersistentHTML Local Storagemaze:widgetsAmazonPendingSessionHTML Local Storagemaze-usAmazonPendingSessionHTML Local Storagemsal.cache.encryptionMicrosoftPendingSessionHTTP Cookiemsal.versionMicrosoftPendingPersistentHTML Local StorageMuidSyncDomainMicrosoftPendingPersistentHTML Local StorageMuidSyncTimestampMicrosoftPendingPersistentHTML Local Storageobf-DynamicCampaignDefinitionsres.public.onecdn.static.microsoftPendingPersistentHTML Local Storageobf-TmsCampaignContentres.public.onecdn.static.microsoftPendingPersistentHTML Local Storageobf-TmsDynamicSettingsres.public.onecdn.static.microsoftPendingPersistentHTML Local Storageodsp_1ds_offline#EvtsMicrosoftPendingPersistentIndexedDBodsp_1ds_offline#iKeyMicrosoftPendingPersistentIndexedDBODSPPDF#WASM_CACHEMicrosoftPendingPersistentIndexedDBpersisted_data_registry#persisted_data_registryCanvaPendingPersistentIndexedDBpltmodeMicrosoftPending1 dayHTTP Cookiepmw.lang_enAmazonPendingPersistentHTML Local Storagepmw.versionAmazonPendingPersistentHTML Local Storagepmw_s2postermywall.comPending1 dayHTTP Cookiepmwchgopostermywall.comPending1 dayHTTP Cookiepmwmpostermywall.comPending400 daysHTTP Cookiepmwrpostermywall.comPending14 daysHTTP Cookiepmwueccpostermywall.comPending1 yearHTTP CookiePowerPoint-Versionres.public.onecdn.static.microsoftPendingPersistentHTML Local Storagesentry-offline#design_viewerCanvaPendingPersistentIndexedDBsrMicrosoftPendingSessionHTTP CookietrackingCookieGive as you livePending1 dayHTTP CookieWMF-UniqWikiMediaPending1 yearHTTP Cookiex-asset-public-pathAdobe Inc.PendingSessionHTTP Cookie