We are committed to protecting your privacy and security and will ensure you remain informed and in control of your information. This privacy notice describes the personal data we hold and explains how and why we use that personal data.
The privacy notice applies to anyone that the Association comes into contact with, including but not exclusively; members and professional contacts.
We will never sell your personal data, and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
Wherever you see the words ‘the Association or RHMHA this refers to The River Hamble Mooring Holders Association.
The personal data that the Association holds relating to its Members and other contacts is limited to the following:
- Full Name – including salutation and post-nominal letters where provided.
- Full postal address – including postcode.
- Email address – where provided
- Telephone numbers – where provided
- Yacht and Yacht Club
- Payment – Amount, Date of last payment,
- Date entered database – Start of membership
- Mooring number
The lawful basis under which RHMHA holds this Personal and Business data is that the data is necessary for the legitimate interest of the Association.
How we use personal data
We only ever use your personal data with your consent, or where it is necessary in order to:
- Enter into, or perform, a contract with you;
- Comply with a legal duty;
- Protect your vital interests;
- For our own (or a third party’s) legitimate interests, provided your rights don’t override these.
We use personal data for administrative purposes in pursuit of the objectives of the Association. This includes keeping you up to date with our news, updates, campaigns and fundraising information.
- Receiving subscriptions (e.g. cheques, bank transfers);
- Maintaining databases of our members and supporters;
- Performing our obligations under membership contracts;
- Helping us to respect your choices and preferences (for example, if you ask not to receive specific material, we’ll keep a record of this).
Disclosing and sharing personal data
We will never sell your personal data. We may contact you with information about our partners, or third party products and services, but these communications will always come from the Association and are usually incorporated into our own communications (such as leaflets or articles in magazines or email newsletters).
You have the choice as to whether you want to receive messages and are able to select how you want to receive them (post, phone, text, email).
You can decide not to receive communications or change how we contact you at any time.
In the context of the RHMHA, ‘marketing’ implies contacting supporters and potential supporters with news and information about:
- Appeals and fundraising;
- Our events and activities;
When you receive a communication, we may collect information about how you respond to or interact with that communication and this may affect how we communicate with you in future.
We may use simple selection techniques to ensure communications are relevant and timely and to provide an improved experience for our supporters. For example, we may choose to target a specific mail campaign at members and supporters in specific postcode areas.
Membership newsletters are provided as a benefit to our members. We send these out to all our members unless you specifically ask us not to.
We currently do not have specific activities aimed at young persons under 18 years of age.
How we protect data
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information.
All electronic forms that request financial data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers.
We will not use credit or debit cards to collect subscriptions.
Note that we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
The Associations’ operations are based solely in the UK and we store our data within the UK or within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, however these transfers will be subject to adequate data protections.
Under the General Data Protection Regulation (GDPR), we are required to make sure that we use and store information for as long as it is required and for the purposes for which it was collected. How long information will be stored depends on the information in question and what it is being used for.
We will regularly review the information that we hold and delete what is no longer pertinent. Normally data will be deleted in the third year after the AGM following a member’s resignation or death.
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- The right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);
- The right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
- The right to have inaccurate data rectified;
- The right to object to your data being used for marketing or analysis;
- Where technically feasible, you have the right to see personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
Links to other websites
Our website contains hyperlinks to other websites. We are not responsible for the content or functionality of any of those external websites.
If an external website requests personal information from you (e.g. in connection with an order for goods or services), the information you provide will not be covered by the RHMHA Privacy Notice. We recommend that you read the privacy notice of any website before providing any personal information.
We do not operate social media pages (including Facebook, Twitter and YouTube) although we may do so in future. Although this notice covers how we will use any data collected from those pages, it does not cover how the providers of social media websites will use your information. Please ensure you read the privacy notice of the social media website before sharing data and make use of the privacy settings and reporting mechanisms to control how your data is used.
Changes to this Privacy Notice
We’ll amend this Privacy Notice from time to time to ensure it remains up-to-date and in line with the RHMHA Data Protection Policy and accurately reflects how and why we use your personal data. The current version of our Privacy Notice will always be posted on our website.
Any questions and requests for action should be sent to the following address:
River Hamble Mooring Holders Association
c/o Lands End House, Lands End Road, Bursledon, SO31 8DN
Or by email to:
This Privacy Notice was last updated on 21st May 2018.