Who we are
OCRDA (“we”, “us”, “our”) is the data controller for the personal information you provide when you apply for membership or use our website.
What information we collect
When you join or manage your membership we may collect:
- Your name and contact details (email address, phone number, address if provided)
- Membership details (membership type, renewal dates, payments and order references)
- Emergency / next of kin details (name, relationship, phone number)
- Website account details (username and login-related information)
- Records of your consents (e.g. acceptance of waiver/constitution/GDPR)
Why we use your information
We use your information to:
- Set up and administer your membership and website account
- Process payments and provide receipts / invoices
- Contact you about membership, events, safety, or important updates
- Maintain appropriate records for insurance, safeguarding and safety purposes where relevant
- Meet legal and regulatory obligations
Our lawful basis for processing
We process your data under one or more of the following lawful bases:
- Contract: to manage your membership and provide the services you request
- Legal obligation: where we must keep certain records
- Legitimate interests: to run and improve the club and communicate with members
- Consent: for optional communications (e.g. marketing), where applicable
Who we share your data with
We only share your information when necessary, for example with:
- Payment providers and website/IT service providers who help us operate the site
- Insurers or event officials where required for safety or administration
We do not sell your data.
How long we keep your data
We keep membership records for as long as you remain a member and for a reasonable period afterwards to handle renewals, queries, and legal/financial record keeping. Next of kin / emergency contact details are kept while your membership is active (and updated by you when needed).
Your rights
You have rights under UK GDPR including:
- Access to your data
- Correction of inaccurate data
- Erasure (in some circumstances)
- Restriction and objection (in some circumstances)
- Data portability (in some circumstances)
You can also complain to the ICO (Information Commissioner’s Office).
Contact
If you have questions or want to exercise your rights, contact us at:
treasurer@ocrda.co.uk
Consent statement
By ticking this box, you confirm you have read and understood this privacy notice and agree to us processing your personal information for the purposes described.
