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Privacy Policy

Royal Leamington Spa Canoe Club - Privacy Policy

Royal Leamington Spa Canoe Club is affiliated to British Canoeing and has therefore adopted the British Canoeing Policy for Safe Storage and Handling of Sensitive Material.

This policy applies to British Canoeing and the home nations Canoe Wales and CANI. For Scotland please refer to the SCA for further details.

General Principles

British Canoeing complies fully with the Disclosure and Barring Service (DBS) and Access NI Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosures and Disclosure information. It also complies fully with its obligations under the Data Protection Act 1998 and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal of Disclosure information.

Storage and access

Disclosure information is kept securely, in lockable, non-portable, storage containers with access strictly controlled and limited to those who are authorised to see it as part of their duties.


In accordance with section 124 of the Police Act 1997, Disclosure information is only passed to those who are authorised to receive it in the course of their duties. British Canoeing maintain a record of all those to whom Disclosures or Disclosure information has been revealed and it is a criminal offence to pass this information to anyone who is not entitled to receive it.


Disclosure information is only used for the specific purpose for which it was requested and for which the applicant’s full consent has been given.


Once a recruitment (or other relevant) decision has been made, British Canoeing do not keep Disclosure information for any longer than is necessary. This is generally for a period of up to six months, to allow for the consideration and resolution of any disputes or complaints. If, in very exceptional circumstances, it is considered necessary to keep  Disclosure  information  for  longer than six months, British Canoeing will consult the DBS/Access NI about this and will give full consideration to the data protection and human rights of the individual before doing so. Throughout this time, the usual conditions regarding the safe storage and strictly controlled access will prevail.


Once the retention period has elapsed, British Canoeing will ensure that any Disclosure information is immediately destroyed by secure means, i.e. by shredding, pulping or burning. While awaiting destruction, Disclosure information will not be kept in any insecure receptacle (e.g. waste bin or confidential waste sack). British Canoeing will not keep any photocopy or other image of the Disclosure or any copy or representation of the contents of a Disclosure without prior consent.

However, notwithstanding the above, we may keep a record of the date of issue of a Disclosure,  the name of the subject, the type of Disclosure requested, the position for which the Disclosure  was requested, the unique reference number of the Disclosure and the details of the recruitment decision taken.

Use of Email Tracking Pixels

All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.

Data Processor

We, Royal Leamington Spa Canoe Club, make use of the myClubhouse software supplied by Simmetrics Ltd to process personal data we include on our myClubhouse website in accordance with our privacy policy set out above. Simmetrics Ltd processes your personal data on our behalf and they can only do so in accordance with our written instructions. You can find the details of our data processor’s privacy policy here: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.