Privacy Policy

The Rotary Club of Taunton Vale Trust Fund

Privacy Policy – Moonraker Challenge Event

The Rotary Club of Taunton Vale Trust Fund is committed to protecting your privacy. This Privacy Notice explains how we use information about you and how we protect your privacy. For any personal data you provide for the purposes of your participation, the Rotary Club of Taunton Vale Club Secretary is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

What do we mean by personal information? Personal information can be anything that identifies and relates to a living person. This can include your name, address, telephone number, email address, photograph. Some information is ‘special’ (previously called sensitive information) and can include sexuality, religious beliefs, ethnicity, health, political opinion, criminal history. The Rotary Club of Taunton Vale Trust Fund will only hold Dietary and Health data which is ‘special’.

What personal information does the Rotary Club of Taunton Vale Trust Fund hold? We only hold personal data that you provide. You may give us information about you by filling in forms at the event or online, or by corresponding with us by phone, email or otherwise. This includes information you provide when you register to take part in the event. The information you give us may include your name, date of birth, postal address, email address, phone number, any special dietary needs and some health details.

Why we need your personal data? The reason we need your data is to be able to administer your entry to our event, including providing you with information relating to the event, timing the teams, processing and publishing results. Dietary needs and health data enables to ensure we best meet your needs whilst participating in the Moonraker Challenge event. Our lawful basis for processing your personal data is that we have contractual obligation to you as an entrant to provide services that you have registered for.

Who we share your personal data with. We will not share your personal data with any organisation for marketing purposes. We will share your dietary needs and health details on a strictly need to know basis in order to act in your best interests.

How long we hold your personal data. We will hold your ‘special’ data for three months from the date of the event. After that time it will be destroyed. We will hold your other personal data on file for three years after the event for which it was provided. After that time it will be destroyed. Event results will be archived, and these will include Team Name, Team members Names only. Contact information will not be archived.

Your rights regarding your personal data. As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data: to restrict or object to certain kinds of processing of your personal data, including direct marketing: to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about processing of your personal data.

As a data subject you are not obliged to share your personal data with The Rotary Club of Taunton Vale Trust Fund. If you choose not to share your personal data with us we will not be able to accept you as an entrant to any of our events.

How can I obtain a copy of my information? You have the right to ask for all the information we hold about you. When we receive a request from you in writing we must give you access to everything we have recorded about you.

Where can I get advice? If you have any worries or questions about how your personal information is handled please contact The Rotary Club of Taunton Vale Trust Fund by email to ku.gro.yratorelavnotnuat%40olleh

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO) at:
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 (national rate)
Alternatively visit the ICO website or email ku.gro.oci%40krowesac

June 2025
The Rotary Club of Taunton Vale Trust Fund
A Registered Charity Number 1005550