1 Introduction
Peterborough & District Angling Association ("P&DAA", "we", "us", "our") is committed to protecting and respecting your privacy. This policy explains how we collect, use, and protect the personal information of our members, day ticket holders, volunteers, junior members, and parents/guardians.
P&DAA is an unincorporated members' association based in Peterborough. For the purposes of the UK General Data Protection Regulation (UK GDPR), the Data Controller is P&DAA, acting through its Leadership Team.
ICO Registration: P&DAA's registration with the Information Commissioner's Office is in progress. This policy will be updated with the registration number once issued.
2 Information We Collect
A. Personal Identification Data
- Members and day ticket holders: Name, address, email address, phone number, date of birth.
- Junior members: Name, date of birth, parent/guardian contact details.
- Volunteers: Name, address, email, phone, role, emergency contact.
B. Special Category Data (Sensitive Information)
Because our activities involve waterside venues and we have a duty of care, we may collect:
- Medical information: Allergies, physical disabilities, medication, or relevant conditions, where you provide them, to ensure safety on the bankside.
- Criminal record data: For coaches and bailiffs only, we process data relating to DBS (Disclosure and Barring Service) checks where required.
C. Financial Data
- Bank details for payment of approved volunteer expenses (encrypted at rest).
- Membership and day-ticket payment details (processed via third-party providers; we do not store full card numbers).
D. Visual Data
- Photographs or videos taken at events, matches, and junior sessions for club records and communications. Use of identifiable images of juniors is subject to explicit parental consent.
3 How We Collect Your Data
We collect data directly from you when you:
- Apply for or renew membership.
- Buy a day ticket.
- Enter a club match or junior session.
- Submit a volunteer expense claim or bank details for reimbursement.
- Complete a parental consent form or medical disclosure form.
- Contact us by email or social media.
4 How We Use Your Data (Legal Basis)
Under UK GDPR, we must have a lawful basis for processing your data. We rely on the following:
| Purpose of Processing | Legal Basis |
|---|---|
| Processing memberships and day tickets | Contract: necessary to provide access to club waters. |
| Match and event entry / fixture management | Contract. |
| Volunteer expenses and bank-detail handling | Contract / Legitimate Interest. |
| Ensuring safety (medical / health information) | Vital Interests (in emergencies) and Explicit Consent (on medical forms). |
| DBS checks for coaches and bailiffs | Legal Obligation: required for safeguarding. |
| Photography and event images | Consent (opt-in for juniors; right to withdraw at any time). |
| Newsletters and member communications | Consent (you sign up via our website and confirm by email). You can withdraw consent at any time using the unsubscribe link in any email. |
5 Data Sharing
We do not sell your data. We may share your data with:
- School Of Fish Ltd (P&DAA's coaching subsidiary) where you or your child is enrolled in junior coaching delivered on our behalf.
- Emergency services if an accident occurs on club waters.
- Service providers who help us operate (e.g. payment processors, accounting software, email service). They are only permitted to process your data for the specified purpose. Our newsletter is delivered via Sender.net, who store your email address solely to send the messages you've subscribed to. They do not use your data for any other purpose.
- Regulatory bodies such as the Environment Agency, the Angling Trust, or safeguarding authorities, where legally required.
- Other angling associations in cases of disciplinary action or shared ban lists, where there is a legitimate interest in protecting our waters.
6 Data Retention
We will only keep personal data for as long as necessary:
- Membership and accounting records: retained for 6 years for tax and audit purposes.
- Medical and consent forms: retained until the end of the season, or longer if an incident occurred (in line with insurance requirements).
- DBS records: retained for the duration of the volunteer's role plus 6 months.
- Junior member records: retained until the member reaches 18, then handled per their adult preferences.
- Unsuccessful volunteer applicants: deleted after 6 months.
7 Security
- Digital data is stored on password-protected, encrypted systems. Sensitive data such as bank details is encrypted at rest using key management infrastructure.
- Access to personal data is restricted to Leadership Team members who need it for their role, gated by individual user accounts and audit-logged.
- Paper forms (such as bankside medical sheets) are kept securely by the responsible coach or organiser and destroyed or stored securely after the event.
- We never store full card numbers; payment processing is handled by regulated third parties.
8 Your Legal Rights
Under UK GDPR, you have the right to:
- Request access to your personal data (Subject Access Request).
- Request correction of personal data we hold about you.
- Request erasure of your personal data ("Right to be forgotten"), subject to legal retention.
- Object to processing of your personal data, including for marketing.
- Withdraw consent at any time where consent is the legal basis (e.g. photography).
To exercise any of these rights, please contact us at the address below.
9 Third-Party Links
Our website and communications may include links to third-party websites (e.g. the Angling Trust, the Environment Agency). We do not control these websites and are not responsible for their privacy statements.
10 Contact Details
For any question about this policy or our data practices:
- General enquiries: membership@fishinginpeterborough.co.uk
- Complaints and concerns: support@fishinginpeterborough.co.uk
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to address your concerns first.