Privacy Policy

1. Lockerbie Ice Rink(LIR) & South of Scotland Ice Rink Ltd(SSIRL) are committed to protecting your personal information.  In this notice references to "we " or "us" means LIR & SSIRL.  This information notice explains how we collect and use the personal information about you in accordance with the GDPR Regulations
2. LIR are the tenant and SSIRL the landlord of a members sports club that provides facilities for winter sports such as curling and skating.  LIR also provides facilities for meetings and functions.  This privacy notice covers the activities of both LIR and SSIRL including employees.
3. LIR operates the website www.lockerbieicerink.co.uk LIR will be the "controller" of the personal information that you provide to us through the website, membership, bonds and shareholder system unless otherwise stated.
4. LIR & SSIRL gathers certain information about you through the following mediums ;

         4.1      When you become a member of LIR or any subsidiary groups you will give us information as required on the membership of registration forms (LIR-F-047, 057 & 062)  You may also give us information while                      using our website.  Information may include your members number, first name, surname, gender, date of birth, postal address, , email address, phone number, guardian, financial and credit card information.

        4.2       In accordance with our competition entry documentation, photography and video may be taken at these events, and these images may be used on our websites, social media platforms and promotional or                       internal documents

        4.3       SSIRL Shareholder information will be collected on the share transfer form.

        4.4       CCTV cameras (5off) operate around the building on a 24hr basis.

        4.5       All information is retained on various spreadsheets within the organisations IT system, such as;

                   >  Memberships; 

                   >  After schools;

                   >  Mini Rockers;

                   >  Roof bonds;

                   >  Shareholders

       4.6      Employee information is gathered on LIR-F-053 and other mediums as identified in the new employee starter checklist available at www.gov.uk.

    5.  We rely on the legitimate interest basis to use your personal information in some circumstances.  For example, when you apply to become a member of LIR. we have a legitimate organisational interest to use your             information to respond to you and give you the benefits of being a member.

         5.1   We also rely on obtaining your consent to use your personal information.  Tis is indicated on the various registration forms.  However if anyone does not require their personal information to be released in                         accordance with this policy they are to email the ice rink office at office@lockerbieicerink.com.

        5.2    We may use your information for a number of purposes including the following:

                - Compliance with legal, regulatory and corporate governance obligations and good practice;

                 - To provide you with the information about our work or our activities that you have agreed to receive;

        5.3    We do this to;

                 - Ensure we know how you prefer to be contacted; 

                 - Keep a record of your relationship with us;

                 - Any other reasonable purposes of LIR or SSIRL, acting always in accordance with GDPR regulations.

        5.4.    We will use the information you give us to;

                  - Perform services you have requested (such as providing you with information you have asked for);

                  - Administer the ice rink, for instance by organising competitions;

                 - Notify you about changes to our service, including but not limited to any changes to the Members Benefits.

 6.  Information Sharing and Disclosure

        6.1 We may share your information with the following selected third parties;

       6.2  Associate interested parties such as Members, Provinces and Clubs in order that they may communicate with you regarding curling events only or to allow the associate bodies to manage the running of the                      sport in their areas.

       6.3 We may disclose your personal information to third parties;

            - If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply other agreements; or

            - To protect the rights, property, or safety of LIR or SSIRL our Members, shareholders, or other stakeholders.  This includes exchanging information with other companies and organisations for the purposes of                         fraud protection and credit risk reduction.  We require these third parties to comply strictly with our instructions and data protection laws and we will make sure that appropriate controls are in place.

7.      Users under 18

      7.1 If you are under 18 and would like to get involved, please ensure you have consent from a parent or guardian before giving us your personal information.  When we collect data about a child or young person                    under 18 we will make it very clear as to the reasons for collecting this data and how it will be used. 

8.  Records

       8.1 We keep records only for as long as required to operate the service in accordance with legal requirements and tax and accounting rules. Records that are retained are identified in information notice LIR-IN-065

      8.2  We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of LIR and for how long.  We need to do this to comply with the Companies Act 2006,               which requires us to keep a register of members or ( in the event of a claim against LIR or SSIRL).

     8.3  The information and data that we collect from you will be transferred to and stored at LIR or SSIRL registered office and IT systems.

     8.4   By submitting your personal data you agree to the transfer, storing or processing.  LIR and SSIRL will take all steps reasonably necessary  to ensure that your data is treated securely and in accordance with this                   Privacy Notice

     8.5   Interested parties and any stakeholders have the right to:

            - Have any inaccuracies in their data corrected.  If you would like to update the details we hold about you, please email office@lockerbieicerink.com 

           - Request that we delete your personal data.

          - Request that we do not process your personal data for marketing purposes.

         -  You have the right to request a copy of the personal information we hold about you.  Please address requests to the Data Protection Officer at office@lockerbieicerink.com and we will respond within one month,               of receipt of your written request.  Please provide as much information as possible about the nature of your contact with us to locate your records.

9.       Changes to this privacy notice and the way we process personal information

    9.1  We may update the terms of this privacy notice at any time, so please check it from time to time.  This privacy policy LIR-IN-064 is available on the LIR website.  Alternatively a copy can be requested from the                     main office.

    9.2  We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us or by placing a prominent notice on our website.                 By continuing to use our website you will have deemed to have accepted such changes.

    9.3  Where personnel do not have access to an email address, the privacy notice will be posted to their postal address.

10. Enquiries and Complaints

     10.1 If you have any enquiries or complaints, please email office@lockerbieicerink.com stating your name and relationship with LIR or SSIRL.   LIR or SSIRL will acknowledge receipt of all enquiries and complaints and                will endeavour to respond within 15 working days.

    10.2  Any requests received by LIR or SSIRL will be considered under applicable data protection legislation.  If you remain dissatisfied, you have the right to raise a complaint with the Information Commissioner's                        Office at www.ico.org.uk 

LIR/IN/064

Information Notice Approved By 

LIR D. Gracie 

SSIRL R.Broatch

 

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