Privacy Notice

Charterhouse Caving Company Ltd

Data Protection Policy

 

Information held by the Company:

The Company holds information on three classes of people:

 

1. Member Club representatives:

In order to communicate business within the Company, it holds contacts detail in the form of email addresses, mailing addresses and up to two telephone numbers of those individuals who have been designated as representatives by member clubs.

How the stored information is held:

The full suite of information on member representatives is held only by the Secretary, who is the designated data controller, on a password-protected computer. The file is backed up on an encrypted cloud storage provider. Email addresses are also entered on a commercial listserver for the purposes of group mailshots. This list can only be accessed by the Secretary.

How the stored information is shared:

Information on member representatives is shared with the government agency “Companies House” in the case of those elected as directors and/or secretary in order to fulfil our legal obligations. This information on these individuals is publicly accessible.

 

2. Charterhouse Cave Leaders:

In order to facilitate and manage access to Charterhouse Cave, the Company holds contact details in the form of telephone numbers and email on those individuals who have been appointed as leaders for the cave.

How the stored information is held:

The full suite of information on member representatives is held only by the Secretary, who is the designated data controller, on a password-protected computer. The file is backed up on an encrypted cloud storage provider. Email addresses are also entered on a commercial listserver for the purposes of group mailshots. This list can only be accessed by the Secretary.

How the stored information is shared:

Information on leaders may be shared with third parties in order to facilitate access to the cave. It is not shared with other agencies or for any other purpose.

 

3. Permit Holders

Information is held on individuals who have obtained access permits via our website. This may include mailing addresses, email addresses and telephone numbers. This information is held only by the Secretary, who is the designated data controller, on a secure webserver. The file is backed up on an encrypted cloud storage provider.

How the stored information is shared:

This information may be shared with member clubs of the company but not with other agencies or for any purpose except as necessary for insurance purposes or to manage access to the caves.

 

Data Retention Period

Permit Holder data is kept until the end of the sixth year from when it was collected. It is then anonymised by the removal of personal information and used only for statistical purposes. Data on member Clubs representatives and Charterhouse Cave Leaders is kept only during the period that the person holds that position, except as archived in meeting minutes and similar documents of record.

 

Subject access requests:

All individuals who are the subject of personal data held by the Company are entitled to: