Privacy Notice for IWA Membership Applications

This Privacy Notice explains when and why we collect personal information about you, how we use it and the conditions under which we may disclose it to others. Your personal data is defined as any information that can directly or indirectly identify you.

To understand how we keep your data safe and secure, and the information you need to know about your rights and how to exercise them, please refer to our main privacy notice, which can be found at https://waterways.org.uk/privacy-policy.

1. Who are we? 

We are The Inland Waterways Association and for the purposes of UK Data Protection Law, we are registered with Companies House, under Company Number 612245. We are a national charity (number 212342) dedicated to protecting and restoring Britain’s inland waterways.

2. How and when do we collect information about you? 

We collect your information when you sign up to become a member of The Inland Waterways Association.

3. What types of information is collected about you?

We collect your name, email address, contact details including your postal address.  If you pay your membership fee by direct debit, we will collect your bank details.  If you pay by credit or debit card, we do not see or retain any details of your credit or debit card, unless you pay through a telephone call to our staff, and in that case any card details disclosed are securely destroyed immediately after processing.  We may also collect your date of birth and health information, such as dietary requirements and medical information, and details of any relevant skills of interest if you become active in our activities.

4. How is the information used? 

We use this data to manage your membership, process your membership fee, maintain communications with you and provide any reasonable adjustments you may require when you sign up for an event or activity with us.

5. Lawful basis for processing

We mainly rely on the contractual obligation to process your personal data with regards to your membership. For dietary requirements, we rely on your consent. For health information, we rely on substantial public interest and so that we may give support to individuals with a particular disability or medical condition.

6. How long we keep your data?

We only keep your data for as long as we need it for.  Where financial transactions have occurred, such as your membership fee payment, we will keep your data for a period of 6 full years after the year in which the financial transaction was made.  Otherwise, we will securely destroy your personal data when either you tell us or when it is no longer needed for the purpose for which it was collected.

7. Confidentiality – who do we share your data with? 

We may share your data with subcontractors or suppliers involved in providing support, such as mailing houses. These organisations act as data processors and process such data on our behalf.  Data may be accessible to our IT providers.