Privacy Notice

1. Introduction

Taurus Boat Club (referred to as "the Club", "we", "us" or "our") is committed to protecting your personal data and respecting your privacy.

This notice explains how we collect, use and look after personal information relating to alumni, and sets out your rights under UK data protection law (the UK General Data Protection Regulation and the Data Protection Act 2018).

This notice is intended to be clear and proportionate, reflecting the fact that the Club is a small, not-for-profit sporting organisation.

2. Who is responsible for your data?

Taurus Boat Club is the Data Controller for the personal data described in this notice.

Contact details:
Taurus Boat Club
Oxford Brookes University Boat Club
Cholsey, Wallingford
OX10 9HQ

Email: info@taurusboatclub.co.uk

The Club does not have a statutory requirement to appoint a Data Protection Officer.

3. What is personal data?

Personal data means any information relating to an identifiable, living individual. This includes information held electronically, on paper, or in any other form.

4. What personal data do we hold?

If you are a former member or otherwise part of the Club’s alumni community, we may hold the following categories of personal data:

• Contact details – such as name, email address, postal address and telephone number
• Membership and alumni information – including dates of membership, squads or crews, roles held, and involvement in Club activities
• Professional information – such as occupation or employer, where voluntarily provided
• Preferences and requirements – including communication preferences and information relevant to events (e.g. dietary or accessibility needs)
• Donations and support – records of donations, Gift Aid declarations (where applicable), and related correspondence
• Engagement records – attendance at events, volunteering, committee involvement, and communications with the Club
• Photographs and media – images or videos taken at Club events or historic images held in Club archives

We do not intentionally collect special category data unless it is provided voluntarily and is necessary (for example, accessibility requirements for an event).

5. Why do we use your personal data?

We use personal data to support the ordinary activities of a small alumni sporting club and to maintain contact with our alumni community.

In particular, we use personal data to:

• Maintain alumni records and contact details
• Organise and manage events, reunions and social activities
• Communicate news and updates about the Club
• Encourage alumni involvement, volunteering and support
• Process donations and comply with financial or tax requirements
• Keep accurate internal records
• Ensure the safe and effective running of Club activities

We may also publish photographs or videos from Club events and activities in Club communications, on our website or on social media, where this is appropriate.

6. Lawful bases for processing

Under UK GDPR, we must have a lawful basis for using your personal data. The Club relies mainly on the following:

• Legitimate interests – to maintain relationships with alumni, organise events, communicate about the Club, and support its ongoing activities
• Consent – for certain communications, surveys, photographs, or where you have clearly agreed to specific uses
• Legal obligation – for example, financial or tax-related record keeping
• Contract – where processing is necessary in connection with membership or event participation

Where we rely on legitimate interests, we have considered your rights and expectations and believe our use of data is reasonable and proportionate for an alumni sporting club.

Where we rely on consent, you may withdraw that consent at any time.

7. How do we collect your information?

We collect personal data directly from you through:

• Membership and alumni records
• Event registrations and attendance
• Donation forms and Gift Aid declarations
• Email correspondence and other communications
• Meetings, conversations and informal updates
• Periodic surveys or questionnaires used to gather feedback, update contact details, or understand alumni interests and engagement
• Interactions with the Club’s website or social media

We may also receive limited information from other alumni or from publicly available sources (such as professional networking sites), where this is relevant and appropriate.

8. Communications and marketing

We may send you newsletters, event invitations and updates about the Club as part of our alumni communications.

You can opt out of receiving these communications at any time by contacting the Club at info@taurusboatclub.co.uk or by using any unsubscribe option provided.

9. Photographs and media

The Club may take photographs or videos at events and use them in Club publications, on the website or on social media.

We aim to do this in a fair and respectful way. If you object to the use of an image in which you appear, please contact the Club and we will consider your request.

10. Sharing your information

We do not sell personal data.

We may share personal data only where necessary, for example:

• With service providers who help us run events or distribute communications
• Where required by law or a regulatory authority
• To protect the interests or safety of the Club or its members

Any third parties we use are required to handle personal data securely and only for agreed purposes.

11. How long do we keep your data?

We keep personal data only for as long as necessary for the purposes described in this notice.

In general:

• Alumni contact and engagement records are kept while an individual remains part of the alumni community
• Donation and financial records are retained in line with legal and accounting requirements

Further details are set out in the Club’s Data Retention Policy.

12. Your rights

You have the right to:

• Request access to your personal data
• Request correction of inaccurate or incomplete data
• Request erasure of your personal data in certain circumstances
• Request restriction of processing
• Object to processing, including direct marketing
• Receive your data in a portable format, where applicable
• Withdraw consent at any time where processing is based on consent
• Lodge a complaint with the Information Commissioner’s Office (ICO)

Requests should be made in writing to info@taurusboatclub.co.uk or to the postal address above.

13. Complaints

If you are unhappy with how the Club handles your personal data, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO):
Website: https://www.ico.org.uk

14. Review of this notice

This privacy notice will be reviewed periodically and updated if our practices or the law change.