As from February 2021
General Data Protection Regulation
- New rules are being introduced for data protection. GDPR requires every organisation to inform its members what information it keeps about them, why this information is needed and how it is used, how this data is protected and how members can check, correct and manage their data.
- Brussels International Sailing Club vzw (BISC vzw in short) is a non-profit organisation open to members interested in sailing. Interested individuals may join by filling in an electronic membership form and paying an annual membership fee. Membership is therefore voluntary and may be forsaken at any time by each individual. Membership automatically ends when a member does not renew his/her membership the following year.
- BISC vzw works under the auspices of the Flemish sailing federation (Wind en Watersport Vlaanderen vzw) and so benefits from consulting, organisational and management support and collective insurance provided by the Flemish government to accredited sport federations. Every BISC vzw member automatically becomes a member of the national federation (WWSV vzw). BISC vzw keeps its membership database on the WWSV ICT platform. Members are issued a single membership card with a unique membership number relating to this unique database.
- As an organisation, BISC needs to keep a record of its members. The following compulsory data must be provided by the members with their membership application: name, gender, date of birth, address, e-mail & telephone contact, nationality, handicap if any. This data is required to identify the member and introduce him/her to the national federation and BISC vzw itself and provide him/her with insurance coverage. This data is kept in the membership database on the WWSV platform.
- We use the information mentioned under 3:
- to record membership subscriptions
- to prepare and send invitations for our statutory meetings and general assembly
- to send members information related to the activities organized by BISC. This includes both messages sent to all members about matters which concern the whole membership, and messages concerning events sent only to those participating in that particular event.
- As a rule, we communicate with members by e-mail. Members can consult general information and the events calendar on the club’s website brusselsinternatonalsailingclub.be . The club hosts a Facebook page and group, a Meetup group and a Instagram channel on which it advertises upcoming events. We consider that the content of our communication, website and social media channels concerns core activities of BISC, without which BISC would not be fulfilling its purpose. As such, we consider that our communication and activities are covered by the definition of ‘legitimate interest’ under GDPR regulation.
- Also when joining, members are asked to provide the club with the following additional and complimentary information on their membership application form: Boat ownership if any, sailing experience and competence level (skipper, crew, maintenance, coaching), interests (dinghy sailing, day boat, fixed keel boat sailing, cruising, racing, courses), qualifications (navigation license, VHF license, competent crew, day skipper, yachtsman inland waters, yachtsman offshore waters). This data is not kept in the membership database on the WWSV platform. The membership forms containing this complimentary information are saved and backed up by the BISC vzw Officer on a PC with firewall and antivirus protection software. When provided by the applicant, this complimentary information is used to tailor events around the members’ interests and qualifications, and to organise event participants for crew planning purposes.
- Within BISC we follow tight rules to ensure that all data stays confidential, that it is kept securely, accessible only on a need-to-know basis, and that it is used solely for the intended need and purpose as described in points 4, 5 & 7 above.
- The following BISC committee members have access to the BISC vzw database on the WWSV platform: BISC Chair, BISC Chair, BISC Vice Chair & WWSV/VZW officer, and Treasurer. The information is not given to anyone outside BISC, e.g. commercial organisations. Communication within the club as a rule is electronic. Broadcast messages are sent from the committee member concerned addressed to BISC chair with all members in blind copy, in order to make any reverse “reply to all” messages impossible and protect individual members’ e-mail contact from the membership at large.
- The complimentary information provided by members who so whish to the secretary (item 7. Above) is only shared amongst committee members and event organisers to tailor events around the members’ interests and with event organisers for crew planning purposes.
- The BISC vzw treasurer manages the unique BISC vzw bank account with reference IBAN = BE88 3630 9930 8741; BIC = BBRUBEBB. He keeps the bank records, including members’ and suppliers’ bank account references. On a regular basis, he provides Committee members with an updated list of paid up members. This list only contains member names and membership fees paid. Based on this list, the BISC Vice Chair activates the member’s data base record. There are three statuses possible in the membership database: passive, for members that have filled in a membership application form and have not yet paid their membership fee or members of a previous calendar year that have not yet paid their membership fee for the current year. Active, for paid up members in the current year. Archived, for (ex-)members that have not paid a membership fee in the current or previous year.
- Records of ex members with status “archived” who have not paid a membership fee in the current or previous year are kept on record for indefinitely. Re-activation of passive and archived members is therefore possible without application form. Payment of the current year’s subscription fee is sufficient for re-activation. Electronic communication with regard to club activities is restricted to active and passive members. Active, passive and archived members can request to be deleted from the mailing list any time by sending an e-mail to the communication officer. Any given member can ask BISC vzw to delete all his personal data kept on record, under active, passive or archived status immediately. If such a member wishes to rejoin BISC vzw again, he will have to provide us with a new membership application form.
- With regard to single events, the treasurer communicates with the concerned event organizers, with copy to the chief organizer and the chair with the following information: On a regular basis, an updated list of paid up participants for the event concerned. What: name and participation fee paid. At the end of each event: an event balance sheet with amounts received by participants and amounts paid to suppliers & service providers. What: name and amount paid or received. This information is also used by the treasurer to compile events & participation statistics once a year for the use of the committee. These statistics are free of personal data and only report the number of participants per event. Also here, we consider that these activities concern core activities of BISC, without which BISC would not be fulfilling its purpose. As such, we consider that these activities are covered by the definition of ‘legitimate interest’ under the new GDPR rules.
- If you are content with the information we hold and how we manage and use it, then you do not need to do anything. However, you may at any time:
- ask us to send you a copy of all the information we have on record about you
- change at any time your choices about how we keep you informed about BISC for its members,
- resign from BISC and ask that the information you gave us be deleted.
- BISC website: Terms & Conditions of Use
The materials contained in this website are provided for general information purposes only and are not intended to provide legal or other professional advice nor do they commit BISC to any obligation whatsoever. BISC accepts no responsibility for any direct, indirect or consequential loss or damage which may arise from reliance on information contained in this site. Users are advised to seek confirmation of statements made herein before acting upon them; specialist advice should also be sought on specific issues.
Notification of Changes
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Data Processing by the Treasurer
What sources are used?
- Bank statements of the Club´s account
- Members register (processed by the membership secretary)
Which data is used?
- Name, if provided: email address and phone number,
- related to name, amount of fee paid for membership and, in case, for participation in events
Where is the data kept?
- In the Treasurer´s private PC which is password secured
For what purpose does the Treasurer process private data?
- control of paid memberships (confirmation of annual membership)
- control of fees paid for participation in events (support function for the event organizer)
- in case of reimbursements, names with bank account number (from bank statement) are used
Who gets private data from the Treasurer?
- Nobody outside the club´s Committee. Exception: the Belgian tax authorities annually receives the list of paid up members attached to the financial accounts
- Committee members regularly get the list of paid memberships (names and amount paid)
- Event organisers receive the list with names and fees paid by participants for the event concerned
How long are private data kept by the Treasurer?
- For historical reason to compare evolution of activities and memberships tables including names and amounts paid (membership lists and event lists) are stocked over time in the Treasurer´s PC
BISC vice-chair & WWSV liaison officer
What sources are used?
Membership application forms
Which data is used?
Name, gender, date of birth, address, e-mail & telephone contact, nationality, handicap if any Boat ownership if any, sailing experience and competence level (skipper, crew, maintenance, coaching), interests (dinghy sailing, day boat, fixed keel boat sailing, cruising, racing, courses), qualifications (navigation license, VHF license, competent crew, day skipper, yachtsman inland waters, yachtsman offshore waters)
Where is the data kept?
WWSV database on WWSV ICT platform, accessible by web browser with protected password.
The vice-chair’s private PC with firewall and antivirus protection software, under a folder named BISC and organised in subfolders per year, and a subfolder named membership application forms holding all application forms in alphabetical order disregarding the year of application.
For what purpose does the vice-chair process private data?
Membership insurance coverage, director’s and event organisers insurance coverage, membership of de Flemish sailing federation, organisation of statutory meetings, organization of events.
Who receives information the vice-chair handles?
Committee members and event organisers with regard to data on participants to a particular event.
How long is private data kept by the vice-chair?
Indefinitely, unless or until such time a member or ex-members asks his data to be destroyed.