Privacy policy

The Irish Shipman Association takes your privacy seriously. We are a ‘controller’ of the personal information that you provide to us and this privacy notice sets out how, why and for how long we will use your personal data, as well as who it is shared with. It also explains your legal rights as a data subject and how to exercise them.

What we need from you

When you apply to become a member or renew your membership we may ask you for some or all of the following personal information:

  • Contact details – name, address, email address and phone number.
  • Payment details – bank account number, sort code and card details.
  • Safety and emergency details – next of kin, spouse.

If you do not provide us with all of the personal information that we need, this may affect our ability to offer you our membership services and benefits.

Why we need your personal information – contractual purposes

We need to collect our members’ and customers’ personal information so that we can manage your relationship with us. We may use our members’ personal information to:

  • Provide you with core member services, including confirmation of membership, end of year renewal notice and, information about events in the club.

Why we need your personal information – legitimate purposes

We also process our members’ personal information in pursuit of our legitimate interests to:

  • Provide you with news and updates about the members’ events and meetings.
  • Raise Awareness of the club’s activities by capturing photos, videos, live streaming at events. We will use this for promotion, education and development purposes.
  • Respond to your questions, comments, complaints, or concerns.
  • Inform reciprocal Clubs with whom you may wish to visit by way of letters of introduction.
  • Provide access to the Shipman Association WhatsApp group enabling you to communication in an open forum with other members of the Shipman community.

Other uses of your personal information

We may ask you if we can process your personal information for other purposes. Where we do so, we will provide you with an additional privacy notice explaining how we will use your information for these purposes.

Who we share your personal information with

We may be required to share personal information with statutory or regulatory authorities to comply with statutory obligations. We may also share personal information with professional and legal advisors for the purpose of obtaining advice.

Third party suppliers with access to members’ personal data

The Club may use third party suppliers to provide services. These Suppliers may process personal data on our behalf as ‘processors’ and are subject to contractual conditions to only process that personal information under our instructions and protect it.

In the event that we share personal information with external third parties, we only share such information strictly required for the specific purposes and take reasonable steps to ensure recipients shall only process the disclosed personal information in accordance with those purposes.

  • PayPal and SumUp process payment transactions securely on our behalf.
  • Namesco Ireland Limited t/a Register365 host the website and email communications. 
How we protect your personal information

Your personal information is accessed by the Shipman Association committee only for the purposes set out above. It is stored in an electronic format. Access is password protected and there are security controls in place to protect against external breaches. All paperwork records are held in a secure locked filling cabinet. Your personal data is transferred electronically into our database which is password protected.

How long we keep your personal information

We only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and delete your personal information where you have not renewed your membership with us for 2 years.

Race results, committee participation, and photos/videos captured as part of Shipman Association activities will be kept indefinitely for the Shipman Assocation historical record. 

Should you wish for your information to be deleted earlier than indicated, please complete the Unsubscribe form found here.

Changes to our Privacy Policy:

Changes to our Privacy Policy We regularly review our Privacy Policy and updates will appear on this page when necessary. This Privacy Policy was last updated in January 2020.