Gibson House, 800 High Road,London, England, N17 0DH

©2020 by ONCAL. Registered in England Business Number 12224826 ONCAL is a trading name of Registered Limited Company Love Earth Ltd

Privacy Policy

ONCAL - (Official Network of Caribbean and African Landowners)

 

General Data Protection Regulations

Privacy Policy

 

About this policy

This policy explains when and why we ONCAL collect personal information about our members and how we use it; keep it secure and club member’s rights in relation to it. This includes probationary members, visitors and guests. We will collect, use and store personal data, as described in this Data Protection Policy when people engage in activities at the club. Normally this will be through some level of membership.

 

We reserve the right to amend this Data Protection Policy from time to time without prior notice. You are advised to check our Club notice board regularly for any amendments www.oncal.org.uk. We will only share your personal data with any third parties as outlined below.

 

We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk).

 

Responsible person

For the purposes of the GDPR, The ONCAL  Operations Director will be the “controller” of all personal data we hold about club members and others. The Operations Director  is responsible for making sure ONCAL complies with the General Data Protection Regulation (GDPR) which applies from 25 May 2018. We will review personal data every year to establish whether we are still entitled to process it or not.

 

Member’s rights

You have rights under the GDPR:

 

  • To access your personal data

  • To be provided with information about how your personal data is processed

  • To have your personal data corrected

  • To have your personal data erased in certain circumstances

  • To object to or restrict how your personal data is processed in certain circumstances

 

For more details, please address any questions, comments and requests regarding our data processing practices to the Operations Director by emailing info@oncal.org.uk.

 

Specific use and sharing of personal information

In general your personal data will only be used for the purposes of membership management (renewals etc.) and your email and telephone numbers may be used for communication about news/work at ONCAL, Investment opportunities, Developer/Installer or Investors who wish to do an eco project on your land and other important notices etc. when you join the club and for any appropriate notifications as required by law. Your name/address and email address may be shared with our current network of investors/installers/developers if they have specified interest in your land. Your personal data will not be passed to anyone else outside ONCAL and your email will only be given to someone outside ONCAL with your permission.

 

The Lawful reasons for processing your data.

We have three lawful reasons for processing your data, which are:

 

(a) Processing is necessary for compliance with carrying out an international transaction between the landowners and investor/developer/installer.

 

(b) Processing of your data is necessary for the administration of your membership contract.

 

(c) You have given consent to the processing of your data by accepting our privacy statement for the specific purposes set out in this policy.

 

The tables below give further explanation of which lawful reason applies to which data, why we collect it and who we may be required to share it with. The club will make every effort to ensure data is only shared with organisations that are GDPR compliant.

What Information we collect, why we collect it, and who we share it with

In addition to the reasons stated below we may have to disclose your data where we have an inescapable legal obligation.

 

Data processed under our legal obligation

 

Type of information

Purpose

Shared with

Members, probationary members and guest’s names and address.

 

To meet our legal obligations

 

  • Committee and associated working groups

 

Date and place of birth

ONCAL Event Attendance

 

Dates full and probationary membership commenced and ended.

 

 

Please note data processed for compliance with the Firearm Amendment Act 1988 must be kept for 6 years from the end of your membership and is therefore exempt for your right to erasure under GDPR.

 

Data processed as a requirement of managing your membership

 

Type of information

Purpose

Shared with

Member's, probationary members and shooting guests, address, telephone numbers, e-mail address

 

Managing the Member’s membership of the Club and club insurance purposes.

 

 

Committee and associated working groups

 

 

Dates membership commenced and ended.

Managing the Member’s membership of the Club and club insurance purposes.

Date of birth / age related information.

Managing membership categories which are age related.

 

Gender.

Provision of adequate facilities for members.

 

Ensuring individual compliance with legislation

References

To check the applicants suitability for membership.

Official documentation to show proof of ownership of land

 

Disabilities

Provision of adequate facilities for members.

Emergency contact details.

Contacting next of kin in the event of emergency.

Emergency services

Member's photograph

 

Included on Membership card and membership records. Worn while at ONCAL events for anyone to see.

To provide a contact point in case of emergency

 

Members and probationary members

 

Qualifications

 

Competency

For accreditation and issue of competency cards

 

Please note data processed for compliance with insurance purposes must be kept for 10 years from the end of your membership and is therefore exempt for your right to erasure under GDPR.

 

Data processed with your consent

 

ONCAL will seek consent in the application form before processing any information as outlined below.

 

Type of information

Members and guests, names, address, telephone numbers, e-mail address

Date of birth / age related information.

Managing membership categories which are age related. 

Provision of adequate facilities for members. 

For the purposes of Reporting gender data.

Disabilities

Provision of adequate facilities for members. 

Official documentation detailing proof of land ownership

Competency

For accreditation and issue of competency cards

For performance measures related to investor/developer/installer selection.

For media publicity of events

Photos and videos of members 

Putting on ONCAL's website and social media pages and using in press releases.

With permission of the members in each instance.

Member's name, address, telephone numbers, e-mail address

Website access and newsletter distribution

Web and newsletter publishers – members consent will be requested separate to membership/renewal

 

The club may be asked to share personal information we process about an individual and the name, address and email address with an appropriate National Governing Body (NGB). 

 

Enquiries and other communications with the club

When enquiring about the club we may hold your details for a period of time to deal with the enquiry. Any emails and other communications with the club will only be retained for a period of time appropriate to the content or request. Club emails will be purged on a regular basis. People added to a club waiting list for membership will be informed and asked for permission to store that data at that point.

How we protect your personal data

The Data Controller will process membership information electronically and hold all information on a database on on a secure computer. A backup of this information will be held on the cloud. Paper copes of data will be held at Gibson House, 800 High Road, London, England, N17 0DH and secured by locked filing cabinet. If it is necessary to transport data it will be kept secure.

For any on-line payments which we take from members, visitors and guests we will use a recognised online secure payment system.

In the unlikely event of a breach of the security of data we will notify members promptly and we will never sell or pass on your personal data.

 

Request to see your personal information

If you wish to know what personal data ONCAL holds please email the  Operations Director info@oncal.org.uk and he/she will respond within 14 days of the request (depending on availability).

 

Accuracy and retention of data

Each individual member is responsible for keeping the Operations Director informed of changes to their data (e.g. address/telephone number etc. and this is updated at least once a year at renewal and you are at that time authorising ONCAL to hold such data on file.

 

The data are kept on file at Gibson House, 800 High Road. London, England N17 0DH.  The data will be normally be kept for up to 5 years. It may be kept for a longer period for reasons of legal and civil action or other ongoing case management. Name, address and length of membership will be kept for up to 10 years for management of historical insurance claims. Names and scores may be kept indefinitely for reason of historical significance – e.g. on trophies, plaques and other awards.