Privacy & Cookie Policy Privacy Policy. About us Data Protection Officer Personal Data Processed by RLSS UK Data Sharing Sub-contract Processing Data Augmentation Profiling International Transfers Secure storage of data Your rights Your right to lodge a complaint Cookie Policy Cookie Policy Introduction About cookies Cookies that we use Cookies used by our service providers Managing cookies Cookie preferences Our details Privacy Policy Download a PDF copy of our Privacy Policy. Last updated: December 2020 About us The Royal Life Saving Society UK (RLSS UK) is a charity that enhances communities, so everyone can enjoy being in, on, and around water, safely; because every life is worth saving. Our work is vital in every city, town, community, and household. (charity number 1046060) and is the UK’s leading provider of water safety education and qualifications. RLSS UK is also the National Governing Body, recognised by Sport England, for the sport of lifesaving. RLSS UK’s website is http://www.rlss.org.uk/ RLSS UK is structured, as two limited companies and 47 membership branches located across the UK and Ireland. The two limited companies are: RLSS U.K. Enterprises Limited (trading as RLSS UK Shop), with registered office at Redhill House, London Road, WORCESTER, WR5 2JG, United Kingdom (company number 02559199). RLSS UK Shop stock, sell and fulfil a range of products to help support the delivery of vocational and non-vocational awards and qualifications mainly via the website https://www.rlss.org.uk IQL UK Limited with registered office at Redhill House, London Road, WORCESTER, WR5 2JG, United Kingdom (company number 03719774). IQL UK is the lifesaving qualification awarding body offering OFQUAL CCEA and regulated and non-regulated vocational training programmes and qualifications. Through IQL UK, there are more than 90,000 RLSS UK pool lifeguards trained in the National Pool Lifeguard Qualification (NPLQ), and around 95 percent of all pool lifeguards are trained by RLSS UK. RLSS UK is the controller of all personal data processed by the charity, the two above operating companies and the 47 membership branches. Registration with the Information Commissioner’s Office For the purpose of the Data Protection Act (2018) Royal Life Saving Society UK is registered as a data controller with the Information Commissioners Office with registration number 2811194. RLSS UK’s Privacy Officer is: Privacy OfficerRLSS UKRedhill HouseLondon RoadWORCESTERWR5 2JG(t) 0300 3230 096(e) [email protected] Personal Data Processed by RLSS UK RLSS UK collects, stores, and processes personal data for several purposes, mainly: personnel administration, financial accounting, marketing, and the administration of the charity. The detail of this is described in the table below. Type of data Purpose Legal Basis Retention period Staff/Employment Recruitment Recruiting staff Consent 3 months from date of application Personnel – Names, addresses, telephone numbers, email addresses, National Insurance Number Administration Performance of a contract Some processing may be legitimate interests** 7 years after employment ceases Personnel – Contracts, hours of work Administration Performance of a contract Some processing may be legitimate interests** 7 years after employment ceases Payroll - Names, employee’s society numbers, payroll number, National Insurance Administration of Payroll Performance of a contract 7 years Volunteer/Club Positions Volunteer Application Forms Administration Performance of a contract Some processing may be legitimate interests* 2 years Club Officer Roles Administration Legitimate Interests* Visible records of those currently in position – Hidden records for historic purposes. No retention period records stay forever Volunteer complaints Management of complaints Necessary for compliance with a legal obligation Necessary for the purpose of legitimate interest 3 years form the end of the complaint procedure Members/Candidates/Trainers Membership list comprising names, addresses, telephone numbers Membership administration and communication Performance of a contract Some processing may be Legitimate Interest* 2 years after membership ceases Course candidates – Community-based awards comprising names, addresses, telephone numbers, email addresses, and course results Award administration Performance of a contract 2 years after all membership and awards have expired*** Course candidates – Non - Regulated awards comprising names, addresses, telephone numbers, email addresses and course results Award administration Performance of a contract 2 years after all membership and awards have expired*** Honours Nominations Administration of the honours recognition and rewarding Process Legitimate Interest* No retention period records stay forever Membership benefits To send information which is included within your membership package of RLSS UK including details about member benefits, competitions, conference, honours, events and any updates to awards and qualifications Performance of a contract 2 years after all membership and awards have expired*** Formal complaints data To maintain a record of your interaction with RLSS UK regarding your complaint Legitimate Interest* No retention period complaints paperwork stays forever Completed reasonable adjustment forms To maintain a record of any reasonable adjustment granted to the candidates Legitimate interest* 2 years from the end of activity by the individual Children’s Data Children under the age of 16 Administration of award data Consent from a parent or guardian or another adult acting in loco parentis 2 years after all membership and awards have expired** Athletes and Officials/Coaches/Team Managers Event attendees Administration Performance of a contract Legitimate interests* 1 year National Records Database Administration of the National Records Performance of a contract Legitimate interest* No retention period records stay forever Elite athletes Administration of the Elite athletes Performance of a contract Legitimate interests* 1 year Officials/ Coaches/Team Managers Administration Performance of a contract Legitimate interests* 1 year Data for the arranging of transportation to and from events Administration Consent Deleted once the event is finished RLSS UK Shop Names, contact details and payment details of consumers To supply goods and resources Performance of a contract 7 years Additional Data Processed Names and contact details of Suppliers Supplier and procurement administration Performance of a contract 7 years Donations Charity Donations from members of the public Consent of the individuals 7 years RLSS UK Course Finder website Advertisement of courses Performance of a contract Deleted once the course has started Capacity Marketing for Charities (Capacity) Administration Consent No retention period records of will pledges stay forever as a plaque within RLSS UK HQ 1891 Fellowship Administration Consent No retention period * Note the legitimate interest may include: retaining records to properly administer and manage your membership or awards and qualifications data with us. In the case of Club Officer Roles – data may be required in relation to complaints or claims and to ensure the effective management of any disciplinary hearings, appeals and adjudications. In the case of Event attendees/Elite athletes and Officials/Coaches and Team Managers, we have a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport. National records database – we have a legitimate interest to maintain the records of those competitors who achieve a National record within Lifesaving events Honours nominations – we have a legitimate interest to maintain the records of those individuals who have achieved an RLSS UK Honour for historical purposes. Queries or complaints data – legitimate interest to provide complaint handling services to you in case there are any issues with your membership/club/event etc ** Note that certain information collected for the purposes of personnel administration is a contractual and statutory requirement which are necessary to enter into a contract of membership. Failure to provide this information may result in our inability to offer membership. *** Note that certain candidates may have achieved an RLSS UK Honour and will remain on the system indefinitely as this is classed as data of historical purpose. Data Sharing RLSS UK shares personal data with the following organisations: Organisation name/category of organisation Purpose of the sharing Data Storage Location RLSS Commonwealth To aid RLSS Commonwealth with data on UK Members RLSS UK Digital Service Providers (tahDah Limited, Intercom and Galtec) We employ specialist companies to host our database and facilitate our IT services meaning that they potentially have access to any personal data collected via the channel they manage for us. These organisations are data processors and governed by legal obligations set out in GDPR All personal data is stored in secure UK data centres operated by organisations with ISO 270001 certification. Official Organisations We share the personal data of some of our membership necessary because of a legal obligation with official authorities such as governing bodies, insurance companies, police, child welfare All personal data is stored in secure UK data centres operated by organisations with ISO 270001 certification. Disclosure & Barring Service To disclose a copy of a person’s criminal record All personal data is stored in secure UK data centres operated by organisations with ISO 270001 certification. RLSS UK Branches We share the personal data of some of our members with members of their local Branch All personal data is stored securely by members of the RLSS UK Branch in which the data is disclosed Tricord Smart Fulfilment For the fulfillment of course candidate pack orders, TA and ATC/P onboarding applications All personal data is stored on secure servers Linn Systems Limited (Linnworks) Data and Stock Management - Order management system that will talk virtually to Shopify and Walkers to fulfill orders and manage stock levels All personal data is stored in secure UK data centres operated by organisations with ISO 270001 certification. Shopify Plus Platform Website Platform that our e-commerce website is built on All personal data is stored in secure UK data centres operated by organisations with ISO 270001 certification. Statement Agency who manages the build and ongoing maintenance of our e-commerce website hosted on the Shopify Plus Platform All personal data is stored in secure UK data centres operated by organisations with ISO 270001 certification. Walkers Warehouse and Distribution who will be in charge of the warehousing, fulfilment and distribution from orders. All personal data is stored in secure UK data centres operated by organisations with ISO 270001 certification. Excelify.io Export and Import Data All personal data is stored in secure UK data centres operated by organisations with ISO 270001 certification. CyberSource on behalf of Total Processing UK Payment Gateway All personal data is stored in secure UK data centres operated by organisations with ISO 270001 certification. Laerdal For the supply and dispatch of medical therapy and training products All personal data is stored on secure servers Sub-contract Processing RLSS UK uses sub-contact organisations to process personal data under a written contract which defines that they must comply with stringent data privacy requirements. RLSS UK only employs organisations that comply with the provisions of the General Data Protection Regulation. These organisations are audited to ensure compliance. RLSS UK’s processors include: tahdah for the secure hosting of database Intercom for business messaging services Galtec for the IT services helpdesk Mailchimp to facilitate the sending of group emails M Leach Jewellers for engraving medals and trophies Claremont cars for airport transfers Laerdal for the supply of medical therapy and training products Print Waste recycling services for the secure removal of waste and confidential waste materials Scottish Widows and NEST for staff pension schemes.Tricord Smart Fulfilment for the dispatch of course packs, TA and ATC/P onboarding application hosting Linnworks for data and stock management of RLSS UK Shop Shopify Plus for the website platform Walkers for warehouse and distribution io for the import and export of data Cybersource as a payment gateway Data Augmentation RLSS UK uses augmentation services to satisfy its legal obligation to ensure the accuracy of personal data being processed by using, for example: Royal Mail Postal Address File (PAF) to update redirected addresses and to ensure address accuracy and completeness. Profiling RLSS UK does not use profiling International Transfers RLSS UK transfers personal data outside of the United Kingdom to the following organisations: Organisation Country Purpose Safeguards Mailchimp USA To send group emails to members and candidates on our database about things that they have opted in, to hear about. Mailchimp participates in and has certified its compliance with the EU- U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework. They are committed to subjecting all Personal Information received from EEA member countries, United Kingdom, and Switzerland, respectively, in reliance on each Privacy Shield Framework, to each Framework’s applicable Principles. Mailchimp is responsible for the processing of Personal Information they receive under each Privacy Shield Framework and subsequently transfer to a third party acting as an agent on their behalf. They comply with the Privacy Shield Principles for all onward transfers of Personal Information from the EEA, United Kingdom, and Switzerland, including the onward transfer liability provisions. Members located in Switzerland, United Kingdom and the EEA are subject to their Data Processing Addendum which can be found here, as described in their Standard Terms of Use. SurveyMonkey USA To facilitate the sending of member surveys from time to time. SurveyMonkey Inc. participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework and Swiss-U.S. Privacy Shield. SurveyMonkey is committed to subjecting all personal information and data received from European Union (EU) member countries and Switzerland, in reliance on the Privacy Shield Framework, to the Framework’s applicable Principles. To learn more about the Privacy Shield Framework, visit the U.S. Department of Commerce’s Privacy Shield List. https://www.privacyshield.gov/ Secure storage of data. All personal data are stored in secure UK data centres operated by organisations with ISO 270001 certification. Your Rights You have the following rights concerning your personal data: Right of access You have the right to obtain confirmation from RLSS UK as to whether personal data concerning you are being processed, and, where that is the case, access to that personal data. Right to rectification You have the right to oblige RLSS UK to rectify inaccurate personal data concerning you. Considering the purposes of the processing, you have the right to have incomplete personal data completed by providing a supplementary statement. Right to erasure (right to be forgotten) You have the right (under certain circumstances, but not all) to oblige RLSS UK to erase personal data concerning you. Right to restriction of processing You have the right (under certain circumstances, but not all) to oblige RLSS UK to restrict processing of your personal data. For example, you may request this if you are contesting the accuracy of personal data held about you. Right to data portability You have the right (under certain circumstances, but not all) to oblige RLSS UK to provide you with the personal data about you which you have provided to RLSS UK in a structured, commonly used and machine-readable format. You also have the right to oblige RLSS UK to transmit those data to another controller. Right to withdraw consent If the lawful basis for processing is consent, you have the right to withdraw that consent by contacting [email protected] to arrange for a withdrawal of consent form to be sent or by downloading from the RLSS UK website. Right to object to direct marketing Where your personal data are processed for direct marketing purposes, you have the right to object at any time to processing of your personal data for marketing, which includes profiling to the extent that it is related to such direct marketing. Rights in relation to automated decision making and profiling RLSS UK does not perform any automated decision-making based on personal data that produces legal effects or similarly significantly affects you. Your right to lodge a complaint with a supervisory authority If you wish to exercise any of your rights concerning your personal data, please contact RLSS UK’s Data Protection Officer at the address shown above. If you are not satisfied with the response you receive you have the right to lodge a complaint with the supervisory authority. In the United Kingdom this is: Information Commissioner's OfficeWycliffe HouseWater LaneWilmslowCheshireSK9 5AF (t) 0303 123 1113(e) [email protected] Cookie Policy Click here to download the Cookie Policy.Updated January 2019. Introduction 1.1 Our website www.rlss.org.uk uses cookies. 1.2 Insofar as those cookies are not strictly necessary for the provision of our website and services, we will ask you to consent to our use of cookies when you first visit our website. Credit 2.1 This document was created using a template from SEQ Legal (https://seqlegal.com). About cookies 3.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. 3.2 Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed. 3.3 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies. Cookies that we use 4.1 We use cookies for the following purposes: (a) Necessary cookies Necessary cookies help make a website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies. Cookie Name Used by Description Expiration _cfduid Cloudflare Used by the content network, Cloudflare, to identify trusted web traffic. It does not contain any personal information. 1 year ASP.NET_SessionId Website Used for authenticating a user's session after logging in. Closes when the user exits the browser. It does not contain any personal information. End of session ARRAffinity Website Tells our infrastructure which server to handle the request. It does not contain any personal information and is used only for analytical purposes. End of session MemberLoggedIn Website A binary flag which stores whether a user is logged in or not. It does not contain any personal information. End of session _stripe_sid Stripe Used by our payment provider, Stripe, in order to process payments on checkout. End of session _stripe_mid Stripe Used by our payment provider, Stripe, in order to process payments on checkout. 1 year nsr Stripe Used by our payment provider, Stripe, in order to process payments on checkout. End of session (b) Statistic cookies Statistic cookies help website owners to understand how visitors interact with websites by collecting and reporting information anonymously. Cookie Name Used by Description Expiration @@History/@@scroll|# Website Used by AppInsights to allow for monitoring of the platform database. It does not contain any personal information and is used only for analytical purposes. End of session _ga and _gid Google Analytics Used to distinguish between website users in Google Analytics. 2 years _gat Google Analytics Used to moderate calls to the Google Analytics service. It does not contain any personal information and is used only for analytical purposes. End of session ai_session and ai_user Website Tracks users as they navigate the website predominately for infrastructure performance insights. It does not contain any personal information. End of session p.gif Typekit Used by the font provider, Typekit, if you are using one of their fonts. Used for compliance and billing purposes only. It does not contain any personal information. End of session __utma Google Analytics Stores the amount of visits of a user, the time of their first visit, the previous visit, and the current visit. It does not contain any personal information and is used only for analytical purposes. 2 years __utmz Google Analytics This performance cookie stores where a user came from (eg. search engine, search keyword, link). It does not contain any personal information and is used only for analytical purposes. 6 months __unam ShareThis Set as part of the ShareThis service and monitors "click-stream" activity, e.g. web pages viewed, navigation from page to page, time spent on each page etc. The ShareThis service only identifies a user if they have separately signed up with ShareThis for a ShareThis account and given them consent. Checks how long a user stays on a site: when a visit starts, and ends. It does not contain any personal information and is used only for analytical purposes. 14 months cc_cookie_accept Website Stores whether the user has accepted the cookie message or not. It does not contain any personal information and is used only for analytical purposes. 365 days (c) Marketing cookies Marketing cookies are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third party advertisers. Cookie Name Used by Description Expiration NID Google Registers a unique ID that identifies a returning user's device. Can be used for targeted ads. It does not contain any personal information. 6 months collect Google Analytics Used to send data to Google Analytics a user's device and behaviour. It does not contain any personal information. End of session r/collect Doubeclick.net These cookies are managed by DoubleClick, an advertising platform we use to display adverts. End of session IDE, DSID, _ct_rmm Doubleclick.net These cookies are managed by DoubleClick, an advertising platform we use to display adverts. 2 years DisplayName Website Keeps track of a donors preference to show their name during a Direct Debit. End of session VISITOR_INFO1_LIVE Youtube Used by Youtube if you've embedded a Youtube video in your posts. Tries to estimate a user's bandwidth on pages with integrated Youtube videos. It does not contain any personal information. 179 days YSC Youtube Used by Youtube if you've embedded a Youtube video in your posts. Registers a unique ID to keep statistics of what videos from Youtube a user has seen. It does not contain any personal information End of session Cookies used by our service providers 5.1 Our service providers use cookies and those cookies may be stored on your computer when you visit our website. 5.2 We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google's privacy policy is available at: https://www.google.com/policies/privacy/. Managing cookies 6.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links: (a) https://support.google.com/chrome/answer/95647?hl=en (Chrome); (b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox); (c) http://www.opera.com/help/tutorials/security/cookies/ (Opera); (d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer); (e) https://support.apple.com/kb/PH21411 (Safari); and (f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge). 6.2 Blocking all cookies will have a negative impact upon the usability of many websites. 6.3 If you block cookies, you will not be able to use all the features on our website. Cookie preferences 7.1 At this time you can not manage your preferences relating to the use of cookies on our website. Our details 8.1 This website is owned and operated by Raising IT on behalf of Royal Life Saving Society (RLSS UK). 8.2 The Royal Life Saving Society UK (RLSS UK) is a registered charity in England and Wales (1046060) and in Scotland (SC037912). Company limited by guarantee registered in England and Wales (3033781). 8.3 Our principal place of business is at RLSS UK, Red Hill House, 227 London Road, Worcester, WR5 2JG; 8.4 You can contact us: By postRLSS UKRed Hill House227 London Road WorcesterWR5 2JG website contact form. by email, using [email protected]