What information do we collect?
We collect information from you when you join our club, and/or book to enter an event. You have the right to request a copy of your information we hold on our database. To make a request, please send your request to: The EYTCC GDPR Compliance Officer, PO Box 320, Hull, HU11 5QR. A self stamped address envelope, would help the club with its costs. This information should be a copy of information you have previously submitted to the club.
What do we use your information for?
The information we collect, includes your contact name and address – for sending you correspondence, your monthly EYTCC Torque Magazine, and membership renewal. Other information is used for event management, and this may include – contact telephone numbers, participating vehicle details (including vehicle registration index). Other detail we may retain (optional) may include, emergency contact details, and health status. The latter may be used to help you in case of emergencies.
Your information, whether public or private, will not be sold, exchanged, transferred, or given to any other company or organisation for any reason whatsoever, without your consent. The email address and mailing address you provide for order, membership and/or events processing, may be used to send you information and updates pertaining to your membership, in addition to receiving occasional club news, updates, related product or service information, etc.
Note: If at any time you would like to unsubscribe from receiving club emails, we include detailed unsubscribe instructions at the bottom of each and every email – with the exception to non subscription email messages from committee personnel, or automated notifications, such as confirmation of online membership renewal, etc . To opt-out of receiving postal mail, simply contact us using the address at the bottom of this policy, and your data will immediately be removed from our files – although doing so would invalidate any current membership. As some members often delay their club membership renewal, your data will be retained for no longer than 24 months – after which time you could loose your previous membership number. Renewing after 24 months, may mean that you will be allocated a new/different membership number.
How do we protect your information?
We implement a variety of security measures to maintain the safety of your personal information when you join the EYTCC, your data is stored on highly secure Google servers, in the ‘Cloud’, and access to this data, is restricted to specific committee members/departments, such as the Events Team, Membership Secretary / Assistant Secretary, EYTCC Secretary, EYTCC Treasurer, and the I.T. team. Basic data (names and addresses) are only shared between committee members, on a need to know basis – such as for the distribution of the club magazine.
Details such as your name, membership number, and vehicle(s) registration number(s), and if you have volunteered to assist at an event, will be supplied to the event manager, and those appointed to deal with event access, purely for security and access to specific events. The same event entry information may be contained at some events on hand-held devices, which are used as QR code scanners, to facilitate rapid event entry.
The QR codes to be scanned, are found within our membership cards, and vehicle membership ID discs. These codes are alpha-numerical, and do not in themselves, identify you or your vehicle, but are cross-referenced with our membership and events databases. Each member issued with a unique QR code, will have either, or both: UMCN (Unique Membership card Number) and UVN (Unique Vehicle Number) – an example of both, can be seen here: UMCN0231 UVN0447.
The event entry scanners (which are based on an iPhone) contains basic data – on database software, pertaining to a specific event – which is updated the previous evening. Should an event scanner be lost or misplaced, access to that data in inaccessible without the correct security access codes.
Information stored on our website, includes (but may not be limited to) Classified Ads., and Other Event’s submission entries. The poster is responsible for the accuracy of information. The website is stored on a secure server, at one of the UK’s leading web-server centres – and web access is via a secure internet connection (Secure Socket Layer – SSL) demonstrated by the padlock symbol in your browser address bar. back-end access to our website and its data, is restricted to the EYTCC I.T. Team. Photographs, are generally provided by the EYTCC photographer – and as such, remain the copyright of the photographer and the club.
Any membership renewals via our website, will only generate the necessary data, as detailed above – for assisting us in managing your membership, event admissions, and your personal safety. Any online payments will be processed off-site, via PayPal – and card or bank payment data will not be available to us – other than payment amount, date, who from, and the usual membership contact information – generally all of the information that is detailed above.
Standing order data, is generally restricted to the EYTCC Treasurer and associated banks.
Do we disclose any information to outside parties?
We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information. We may release your information when we believe release is appropriate to comply with the law, or is requested by law enforcement agencies.
Third party links
Occasionally, at our discretion, we may include or offer third party products or services on our website. These third party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.
GDPR at East Yorkshire Thoroughbred Car Club,
PO Box 320,
Tel. 08436 410 130
Further contact details can be found here: https://eytcc.uk/about/contact/
Current EYTCC GDPR Compliance Officer: Mark Andrew Elvidge