PRIVACY POLICY
JMCS (Glasgow Section) takes your privacy seriously. We are a “controller” of the personal information you provide to us.
This privacy notice sets out how, why and for how long we will use your personal data and 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 as a member
When you register as a member of JMCS (Glasgow Section) or renew your membership, we may ask you for some or all of the
following personal information:
• Contact details – e.g., name, address, email address and phone number.
• Date of birth
• Participation details – other clubs, existing Mountaineering Scotland membership number.
• Emergency Contact details (Optional)
If you do not provide us with all the personal information we need, this may affect our ability to offer you our membership services and
benefits.
Why do we need your personal information?
Contractual purposes
We need to collect our members’ 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, membership card, end of year renewal.
• Set up an online membership account enabling you to manage your membership and communication preferences.
• Organise club activities and manage risk and safety if you attend a meet on the hill or at a climbing wall.
• Register your membership with the representative body, Mountaineering Scotland, to provide you with insurance cover, magazine
subscription and other benefits they offer to members of clubs, including access to courses and competitions.
Legitimate purposes
We also process our members’ personal information in pursuit of our legitimate interests to:
• Provide you with news and updates about the activity of the club, opportunities to get involved in club meets, training, general
meetings or other events
• Raise awareness of the club’s activities by capturing photos, videos, or live streaming at events. We will use this for promotion,
education and development purposes, including publicising images on social media and other public communications channels.
• Respond to and investigate your questions, comments, support needs, complaints, concerns or allegations.
• Maintain a record of your emergency contact details, if you provide these. Emergency contact details will not be used for any
other purpose by the club. This data is protected in the same way as the rest of your personal data.
• Maintain a list of members’ contact details on our website and in our club handbook. These resources are not available to
members of the public. The data on these membership lists can be used for club-related communication only and must not be
passed onto or sold to any third party.
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
When we register your membership with Mountaineering Scotland we pass on your personal data and Mountaineering Scotland
become a controller of your personal data. Mountaineering Scotland provides full details of how it uses your personal data in its own
privacy notice (www.mountaineering.scot/privacy-notice) and will not use it for any other purpose.We may be required to share personal information with statutory or regulatory authorities to comply with statutory obligations. Such
organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding
children. 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
JMCS (Glasgow Section) 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.
• One.com- to provide web hosting. Note that members’ details are maintained on the website by club members / committee,
not by One.com.
• Specific Kindred Clubs, including but not limited to The Fell & Rock Climbing Club (FRCC) as part of reciprocal hut access
How we protect your personal information
Your personal information is accessed by our committee for the purposes set out above and for organising meets, as well as by
members with web access to facilitate contact between members. Data is stored within a password protected database at One.com.
Office bearers may store members’ and guests’ personal information on their personal devices. These devices will have
access protected by login and passwords.
Your personal data is transferred to Mountaineering Scotland by inputting it directly into a password-protected database or emailed
via a password-protected spreadsheet.
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 two years.
Non-member(s)
There are two types of non-members whose data will be collected:
1. Those who book the Coruisk Memorial Hut either as individuals or on behalf of a group.
Personal contact details will be kept for all communication relevant to the booking and for the exchange of hut keys.
a. b. Enquiries only; your contact details will be retained for six months
Confirmed bookings for the Coruisk Memorial Hut.
i. Personal contact details of the responsible person making the Coruisk booking.
ii. That personal information shall be retained for 60 months minimally from the date the hut is occupied. This
is to comply with the Scottish Prescription Law.
2. Guests who attend meets as either prospective members or invitees of members will have their personal details kept by the
individual meets convener and/or new member’s secretary. The personal data of guests will be deleted after twelve months.
You have a right to:
• Change your communication preferences or restrict the processing of your personal data for specific purposes.
• Request that we correct your personal data if you believe it is inaccurate or incomplete.
• Access the personal data that we hold about you through a “subject access request”.
• Request that we delete your personal information.
You can contact us at secretary@glasgowjmcs.org.uk
If you are dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk
Reviewed January 2023
Distribution:
Posted on Glasgow JMCS website on January 2023
Review date December 2024