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Data Protection Notice

Data protection information for individuals interacting with the club

Derwent Mountaineering Club

13 May 2018

Who we are

In conformance with the General Data Protection Regulation, Derwent Mountaineering Club acts as a Data Controller with respect to information collected about and provided by its members.

Your Information

In order to provide our services to you we need to collect and retain some of your personal information. Some of this information is provided explicitly by you and other information may be collected by us through your interaction with the services we provide.

The types of information we hold about you include:

  • your contact details (name, address, email address and telephone number)
  • photographs taken by other club members
  • information obtained via the website, e.g. your IP address

How we use your data

We use your data in order to comply with our legal obligations and to communicate with you, provide you with the services we offer and protect your health and well-being when participating in activities.

We use data tracking mechanisms (such as cookies) on our website in order to help us analyse how the site is used, provide the website features and content tailored to individual users.

You can choose for us not to use these features for your access of the website but this may restrict the level of service we can offer through the site.

Data Sharing

We use third party services to fulfil some of the services we provide and your data is therefore shared with these data processing organisations:

  • Yahoo, for group email
  • 1&1 Internet, for website services
  • The British Mountaineering Council

Before sharing your data with other organisations we check that their data protection policies are sufficient.


We may use your information to comply with our legal obligations and to provide interactions that you would reasonably expect, such as correspondence by telephone and email.

Where you have provided explicit agreement for certain uses of data (e.g. sharing contact details or the use of photographs on our website) you may withdraw your consent at any time by contacting us to request this. We will take all reasonable steps within our control to ensure your wishes are complied with.

How long we keep you data for

In most cases we will destroy our copies of your data 3 months after your last interaction with us.

We may need to keep your data for longer than this in order to comply with our legal obligations.

Your Rights

If you wish to know what data we hold about you, you can contact us to request we provide these details.

We can provide you with an electronic copy of the data we hold about you.

If any of the information held by us or our data processing partners is incorrect, please contact us to ask for it to be amended.

You can ask us to delete the data we hold about you but this may prevent us from providing the services of the club to you.

For all data protection queries please email


If you are not satisfied with the way we handle your data we urge you to contact us in the first instance.

If you feel we have been unable to address your concerns, you can contact your local office for data protection.