Blue Water Diving Club (BWD) is established as set out in its Constitution to provide
opportunities for diving as a shared interest of its members. In order to perform
this function, BWD holds personal information about its members, and so acts as a
Data Controller and Data Processor in the UK as specified in the relevant legislation:
the General Data Protection Regulation. This document provides information about
how BWD handles members’ personal information.
BWD collects such personal information about members as is necessary for the legitimate
interests of BWD: specifically, information needed for effective management of BWD
activities. This includes name, diving qualifications, diving medical reports, contact
details, membership status.
BWD is a branch of the British Sub-Aqua Club (BSAC) and, as such, members’ personal
information is provided to BSAC. Personal information provided to BSAC is covered
by the BSAC’s own data protection policy.
Additionally, BWD may hold personal information for anyone contacting BWD, or whom
BWD contacts by way of its general business. This information is used to satisfy
a requested service or a contractual requirement.
Any person wishing to verify the information held by BWD, or to correct or update
that information, may apply to the Secretary (or any other member of the BWD Committee).
A fee may be applied.
BWD does not expect to be handling data for children (currently under the age of
16). Should this happen in the future, then a parent or guardian’s consent will be
required to store and process the child’s data. Also, BWD will ensure that a data
privacy notice is provided to the child in language that the child would be expected
Use of Personal Information
Personal information is only used as necessary for the activities of BWD and for
communication with members. As part of the activities of BWD, certain personal data
(e.g. name, contact details, medical reports) may be passed to related organisations
(e.g. BSAC). Personal information is not made available for any other purposes and
is not passed to third parties or the general membership of BWD. Some personal information
may be provided to dive and event organisers to allow them to contact members and,
for organised dives, to ensure safe diving.
Personal information is stored as data on a cloud server (e.g. Dropbox, OneDrive,
Google Docs) managed by an external organisation with access restricted to Committee
members. Hard copies of personal information may also be held by members of the Committee.
BWD does not use members’ email addresses or contact details for marketing purposes
and does not forward any marketing emails addressed to BWD unless the member has
Personal contact details are held for current members and are normally retained for
a period of two years after membership is terminated. Leaving members can ask for
their details to be deleted on request to the Secretary (or any other member of the
BWD Committee). Some personal information (such as name, membership record) may be
retained indefinitely as part of BWD’s historical archives.