LVH3 - DATA PRIVACY POLICY

Introduction

The website is maintained by Lune Valley Hash House Harriers (LVH3). For the purposes of data protection legislation, LVH3 is the data controller.

LVH3 is the owner of www.lvh3.org.uk and we are committed to protecting your privacy and processing your personal data in accordance with the General Data Protection Regulation (GDPR). This policy explains how the information we collect about you is used and kept securely. It also explains your privacy choices when using our website as well as your right to access your information under the Data Protection Legislation. Information we collect about you

We may collect the following information about you:

Your name, Hash name (when used), email address, postal address and any other information you voluntarily provide to us via our website, online and via paper forms
Information you voluntarily provide to us when you apply to become a member of LVH3 (e.g. date of birth, gender, email address, address, telephone number(s))
Information you voluntarily provide to us when you enter an event organised by us (e.g. date of birth, gender, email address, address, telephone number(s))
Your participation in and results of any events you take place in organised by us
Your IP address (which is a unique identifier that computers and devices use to identify and communicate with each other) which is automatically recognised by the web server

How we use your information

We may use your personal information for a number of purposes, including:

Training and event entry
To notify you about Hashing and Social Events
To share data with club officials to administer events
To share data with facility providers to manage access to club facilities or check delivery standards
Membership and club management
Processing of membership forms and payments
Share data with committee members to provide information about club activities, membership renewals or invitation to social events
Publishing of Hash and event results and reports on paper and online
Website management (including the use of your IP address to monitor traffic and gather browsing behaviours of visitors to our website. We will not use your IP address to identify you in any way)
To deal with your requests and enquiries
To contact you for reasons related to your enquiry

Our legal basis for processing your information

We will process your Data on the basis of the following legitimate interests:

To enable us to carry out necessary administration relating to your membership of LVH3 and the related operation of LVH3 as a Hashing club
To enable us to carry out necessary administration relating to, and operate, Hashes and events you enter, organised by LVH3
To enable us to provide relevant and necessary information via email, text or post to you about your membership of LVH3 and/or Hashes and events you enter, organised by LVH3
Monitor use and conduct analytics on our website

We will NOT share your data with third parties for marketing purposes.

LVH3 may also share your personal information with the police and/or other law enforcement agencies for the purposes of crime prevention or detection. If we disclose your information, we will ask the organisation to demonstrate that the data will assist in the prevention or detection of crime only when LVH3 is legally obliged to disclose it. This is done on a strictly case by case basis and through a tightly controlled process to ensure we comply with data protection legislation.

Protecting your information

The data that we collect from you may be transferred between Committee Members for the purposes of Club, Event and Membership Management. We will not transfer your data outside of the European Economic Area. By submitting your personal data, you agree to this transfer, storing or processing. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy. The Internet is not generally a secure medium for communication and therefore we cannot guarantee the security of any information you send to us over the Internet.

Service and marketing messages

If you are currently receiving service messages or marketing communications from LVH3 and no longer wish to do so, please let us know by contacting us via the website or logging in to the site and chenging your preferences.

Finding out what information LVH3 holds about you

We only record information necessary to run the club. This includes membership details, contact details and your participation in our events. Under the data protection legislation, you can ask to see any personal information that we hold about you. Such requests are called subject access requests. If you would like to make a subject access request, please contact us via the website.

Data retention

Any personally identifiable data that we collect from you can be deleted upon written request. However, we are not able to delete the contents of emails already sent out to other mailing list subscribers.

Cookies

In this section you will find information on what cookies may be set when you visit the LVH3 website and how to manage and information about how to disable them.

What are cookies?

A cookie is a piece of text that a website transfers to your computer's hard disk in order to remember who you are. Cookies interact with your computer and our website to help improve your experience and make things easier by remembering any registration details and preferences from previous visits. Typically, a cookie will contain the name of the website from which the cookie has come, the lifetime of the cookie and a value. The use of cookies does not give us access to the rest of your computer and only the site that created the cookie can read it.

Automatically collected access information

Essential technical information: identification of the page or service you are requesting, type of browser and operating system you are using; and the date and time of access.
Non-essential technical information: The Internet address of the website from which you linked directly to our website, and the "cookie information" described below.

By continuing to use this site you consent to the relevant cookies being set on your device.

We use the following types of cookies:

Session cookies - these are temporary cookies that remain in the internet browser's folder of your computer until you close the browser. Our website uses a session cookie which is stored in your browser until you close it to ensure connections to our servers are distributed evenly to provide optimal performance.
Persistent/Permanent cookies - these remain in the internet browser's folder of your computer for longer than the time you are visiting this website.

These cookies are used by Google specifically for Google Analytics for traffic monitoring purposes. For more information on Google's use of your information, please visit the Google Privacy and Data Sharing pages.

The cookies we use for these purposes do not track your Internet usage after leaving our website and we do not store your personal information. They will also not be used in connection with any other information to identify you in any way.

Cookie Name	Description
PHPSESSID	Session ID used to recognise that subsequent page requests originate from the same web browser. Essential for the correct functioning of areas of the website protected by a login.
userPanel	Used to remember whether the user news panel is hidden or shown for logged in users only. This cookie doesn't contain any information that could personally identify you and it is not used to track your online activity.
onsecPanel	Used to remember whether the On Sec admin panel is hidden or shown for logged in On Sec only. This cookie doesn't contain any information that could personally identify you and it is not used to track your online activity.
civicAllowCookies civicShowCookieIcon	Cookie Control: When you click "I'm happy with this..." on the Cookie Control user interface, a cookie is set in order to remember your preference. These cookies are set only after the user has given consent to us to use cookies.
__utma	Google Analytics: We use Google Analytics to monitor traffic levels, search queries and visits to this website. Google Analytics stores IP address anonamously on its servers in the US, and neither Lune Valley Hash House Harriers or Google associate your IP address with any personally identifiable information. These cookies enable Google to determine whether you are a return visitor to the site, and to track the pages that you visit during your session. These cookies are set only after the user has given consent to us to use cookies.
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Can I opt out of cookies?

LVH3 will not use cookies to collect personally identifiable information about you. You can restrict or block the cookies which are set by our websites by accessing your Internet browser settings. The "Help" function within your browser should tell you how. For general information about cookies and how to disable them, please visit About Cookies or All About Cookies

Please be aware that restricting cookies may impact on the functionality or degrade your experience when using website.

For information on how to manage cookies on a mobile phone, games console or internet-enabled television, you should refer to the operations manual specific to each device. To opt out of any third-parties using cookies where data about your interaction with our website is collected, please refer to their website for this information.

Changes to our Privacy Policy

Updates to our Privacy Policy will appear on this page when necessary. This Privacy Policy was last updated in May 2018. If you have any questions or comments about this Privacy Policy, please see a Mismanagement Member or contact the webmaster.