Privacy Notice for Charity Fundraising Events

The Rotary Club of Bristol Breakfast (‘we’ or ‘us’) promise to respect the confidentiality of any personal data you share with us, to keep it safe, and we will always take every effort to protect your privacy. When we do so we are regulated under the General Data Protection Regulations (GDPR) which apply across the European Union (including the United Kingdom) and we are responsible as 'controller' of that personal information for the purposes of those laws.

[For the purpose of this privacy notice The Rotary Club of Bristol Breakfast also includes The Rotary Club of Bristol Breakfast Trust Fund].

We pride ourselves on our honesty and openness and will always be clear how, when and why we collect and process your information; we promise we will never do anything with your details that you wouldn’t reasonably expect.

We collect information in the following ways:

Directly. When you give us information via our website, by email, phone, post or in person.

Indirectly. When your information may be shared with us by independent organisations, for example sites like Virgin Money Giving or BT MyDonate or other such services. These independent third parties will only share your information when you have consented. You should check their Privacy Notice when you provide your information to understand fully how they will process your data.

Via Social Media. Depending on your settings or the privacy notices for social media and messaging services like Facebook, WhatsApp, LinkedIn, Twitter or Mailchimp you might give us permission to access information from those accounts or services.

Via information available publicly. This may include information found in places such as websites, Companies House and information that has been published in articles/newspapers.

The personal information we collect and how we use it

The legal basis for us collecting and processing your personal information is our/your legitimate interests – That you are interested or potentially interested in participating in events that we organise to raise money for charitable purposes.

We will only ever capture the minimum amount of information that we need for events and we promise to keep your information secure.

a) Personal information you provide to us

We collect the following personal information that you provide to us:

  • Name, Email, Address, Telephone Numbers and Organisation.

  • Any additional information required for particular events in which you wish to participate (e.g. your golf handicap).

We do not collect any personal information classified as ‘sensitive’ under GDPR.

b) Personal information you provide about third parties

If you give us information about another person, you confirm that the other person has given their permission for their personal information to be provided and held by us

Who your information may be shared with

HMRC for gift aid claims and law enforcement agencies in connection with any investigation to help prevent unlawful activity.

We will not share your personal information with any other 3rd parties without your explicit consent.

How we use your personal information

We will use your personal data:

  • To invite and manage participation in our Dragon Boat Festival and other charity fundraising events.

  • To process donations and Gift Aid claims.

  • ·In any other way we may describe when you provide the information.

  • To inform you of other Rotary activities that you may be interested in.

  • For any other purposes with your consent.

How we keep your information safe and who has access to it

We ensure that your personal information is only accessible by appropriate members of the Club engaged in managing our projects and who are subject to a duty of confidentiality.  We have a duty to report certain types of personal data breaches to the relevant supervisory authority, and where feasible, we will do this within 72 hours of becoming aware of the breach. If a breach is detected and likely to result in a high risk of adversely affecting you, we will inform you without undue delay.

Indeed, while we will use all reasonable efforts to secure your personal data, in using emails and our website you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us using the details below.

Where we store your information

Your personal information will be held securely within the UK by The Rotary Club of Bristol Breakfast.

How long we retain your information

We will only keep your information for as long as we need it to assist you with your enquiry, donation, notify you of a coming event in which you have previously participated or expressed an interest, event management or other services.

There are statutory timescales on how long we should keep your information, for example, gift aid transactions must be retained indefinitely and financial records must be kept for 7 years and information associated with Health & Safety for three years after an event. We shall delete your information according to these statutory limits, or according to guidance issued by the Information Commissioner.

Your rights

The General Data Protection Regulations gives you certain rights and these are listed below for your convenience. Further clarification of your rights is available on the Information Commissioner’s website.

You have a right to be informed when your personal data is being collected, what is collected and how it will be used or shared.

You have a right of access to your personal data: the right of access allows you to be aware of and verify the lawfulness of the processing of your personal data. You can request a copy of the information that we hold on you. This information will be provided free of charge, unless the request is found to be manifestly unfounded or excessive then a reasonable fee will be charged. The application should be made in writing, by letter or email, and addressed to the Secretary, Rotary Club of Bristol Breakfast, enclosing two proofs of identification. Applicants should be aware that where requests are manifestly unfounded or excessive, in particular because they are repetitive, the Rotary Club of Bristol Breakfast can: charge a reasonable fee taking into account the administrative costs and resources of providing the information; or refuse to respond.

You have a right in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed.

·You have a right in certain circumstances to object to the processing of your personal data for such reasons as direct marketing, automated decision making, profiling; although we can confirm we make no decisions on you using an automated process

We collect and process your personal data through legitimate interests or because you have provided it to us to enable us to deliver a service to you. We will only process your personal data as you would reasonable expect us to. You can unsubscribe at any time by contacting us below.

Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below.

Changes to this privacy notice

We may change this Privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on this website or by notifying you directly.


If you are unhappy with how we have processed your personal information, please firstly contact us as above. If you are still unhappy you may contact the following:

Information Commissioner’s Office, Wycliffe House Water Lane Wilmslow Cheshire, SK9 5AF

Helpline: 0303 123 1113 (local rate) or ++44 1625 545 745

[This privacy policy was published on the 20th December 2018 Reference RCBB/20/12/2018]