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Saturday 4th September 2021

Cookham Fun Regatta

Privacy Statement

This privacy statement sets out how the organisers of ‘Cookham Regatta’ uses and protects any information that you give us when you complete an application form either manually, or via the Cookham Regatta website.

We are committed to ensuring that your privacy is protected. When we ask you to provide certain information by which you can be identified then you can be assured that it will only be used in accordance with this privacy statement for the purposes of the effective running and administration of the Cookham Regatta.

We may need to change this policy from time to time by updating this page. You should check this statement occasionally to ensure that you are happy with any changes.

Who we are:

Cookham Regatta is organised by the Rotary Clubs of ‘Cookham Bridge’ and ‘Marlow Thames’. For further information see

•   www.cookhamrotary.co.uk

•   marlowthamesrotary.org.uk

All profits from the event are donated to various charities as described in the programme.

What we collect:

We will collect the following information via an electronic or manual application form:

•   Name and contact information, including email address, of a First and Second Contact

responsible for a team entry into one or more of the Regatta events.

•   Names only of other crew members, and the ages of juveniles under the age of 18.

What we do with the information we gather:

•   We require this information to organise the Regatta and to prepare a race plan. All

communication about the Regatta such as starting times will be channelled through the First

and/or second contact as given on the Application Form.

•   With your permission we will use the details of the named contacts to advise the date and

details of future Cookham Regattas on an annual basis.

•   We will not share the data with any third parties.

Who has access to your personal information?:

Information from the application forms will be compiled by the Secretary of Cookham Bridge Rotary Club for purposes of race administration. The information will be stored in spreadsheet format on a single computer which is password protected. Manual printouts will be generated from the spreadsheet for the purposes of race administration but will contain only team names and the names of race entrants.

How we keep your personal information secure?:

We ensure that there are appropriate technical controls in place to protect your personal details; for example, our online application forms are administered by “Jotform” who have their own privacy procedures in place – see https://www.jotform.com/privacy/

Applicants details whether via Jotform or manual application will be compiled as noted above.

How long will we hold your personal information for?:

Copies of the application form will be held for 3 months after the event and then destroyed (this is to enable us to follow up any immediate post-regatta queries such as lost property).

Contact details for the first and second contacts will be held for 2 years and renewed on a rolling basis subject to you having given your permission to be contacted about the annual Cookham Regatta. They will not be used for any other purpose.

Keeping your information up-to-date

The accuracy of your information is important to us. If you wish to talk through anything in our

privacy statement, find out more about your rights, or obtain a copy of the information please

contact secretary@cookhamrotary.co.uk