Privacy Statement
Approved by Committee of Out and About on 21 September 2023.
Introduction
We protect your personal information and data.
We will only use the information that we collect about you lawfully in accordance with the Data Protection Act 2018 and the EU General Data Protection Regulation (GDPR).
We reserve the right to amend this Privacy Statement.
Who we are
Out and About is Dublin's LGBTQ+ hiking club. www.gay-hiking.org. You can contact us here.
Mountaineering Ireland - www.mountaineering.ie - is the representative body for walkers and climbers in Ireland. It is recognised as the National Governing Body for mountaineering, hillwalking, rambling and climbing by both Sport Ireland and Sport Northern Ireland. Out and About is affiliated to Mountaineering Ireland. If you have any questions about the continuing privacy of your personal data when it is shared with Mountaineering Ireland, please contact dataprotection@mountaineering.ie.
This Privacy Statement
Please note that use of the website www.gay-hiking.org by you and any services offered by Out and About are subject to this Privacy Statement. Our Privacy Statement explains what information we collect, how we use and/or share this information, and how such information is maintained.
The information we hold will be accurate and up to date. You can check the information that we hold about you by contacting us (and there may be an administrative fee payable for this). If you find any inaccuracies, we will delete or correct it promptly.
Use of data for Membership
Club Membership
Out and About is a membership club. After a maximum of three 'taster' hikes, non-members will be asked to take out membership. This is required as part of the Club's insurance which is provided through our affiliation with Mountaineering Ireland.
You must agree to this use of your data in order to take out membership as we require it to process membership. If you do not agree we will not be able to accept your membership. Out and About processes your personal information in pursuit of its legitimate interest to register you as a member of Mountaineering Ireland.
Membership of Mountaineering Ireland
When you become a member of, or renew your membership with Out and About you will automatically be registered as a member of Mountaineering Ireland. We will provide Mountaineering Ireland with your personal data which they will use to enable access to an online portal for you - www.mountaineering.ie. Mountaineering Ireland will contact you to invite you to sign into and update your Mountaineering Ireland details (which, among other things allows you to update your details and enter a digital log of climbs/walks and avail of discounts on the online shop).
Mountaineering Ireland will become the Data Controller for the data we transfer to them and will use their systems to manage your data rights.
Data Collected
We will collect your name, address and email. We may also collect your mobile phone number, gender and date of birth. We require this data to process your membership in accordance with Mountaineering Ireland's requirements.Processing of Membership Data
We will process your data as follows:
- To process your membership and renewal or orders
- To keep you informed about your order and the renewal of orders
- In improving and developing Out and About's website and membership systems.
- To provide you with important membership notices (e.g. renewal instructions, notice of AGM)
- To respond to any queries you might have, to provide membership support to you and to generally pursue Out and About's legitimate interest to run a club.
We also always reserve the right to disclose data in order to:
- comply with applicable laws
- respond to governmental enquiries; or enquiries from a legal, governmental or quasi-governmental local authority agency, or Internet protection agency
- comply with a valid legal process or procedure.
We may allow you to go on 'taster hikes' before taking out membership. In order to do this we will collect your name and email address. We may email hikers who avail of 'taster hikes' with details about taking out membership.
Retention Policy
We will retain membership data for two years after your membership lapses after which we will delete you from Out and About and Mountaineering Ireland's databases. We will retain the list of people who went on 'taster hikes' for the remainder of the membership year after which we will delete it.
Use of data to email on other Club matters
Opt-in for Use of Data to communicate with members
We will ask you to consent to allow us to use your data to email you on Club matters, other than communications related to membership. For example, if you consent, you may receive general Club updates, information concerning social events or trips. You have a choice whether you opt in or not. You do not have to opt in to receive these additional emails in order to take out membership with us. You can sign up later for news at any time at www.gay-hiking.org/news.
We will not opt you in for Mountaineering Ireland marketing emails as we do not collect your consent to do so. You can login at www.mountaineering.ie and sign up to Mountaineering Ireland news if you wish.
Data Collected
If you consent to allow us to use your data we may use your contact details e.g. name, surname and email.
Data Processing
We may send you news, by email, on Out and About and associated organisations' hikes, events and trips.
Retention Policy
We will have an unsubscribe link on our website at www.gay-hiking.org/news where you can unsubscribe at any time. We will also have an unsubscribe link in emails.
Use of other data including processing on social media
Photography, video, images and similar content
Your personal information, including in the form of photography, video, images and similar content may be processed in connection with Out and About's legitimate interest of communicating with members, promoting or marketing the Club and associated activities.
Processing is a broad term and includes collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Communicating with members, promoting or marketing the Club and associated activities is generally undertaken via email to members who have opted into such communication or through the Club's website plus private and public social media platforms (including but not limited to Facebook, Instagram, WhatsApp and MeetUp). The Club may from time to time use other channels e.g. occasional photographic exhibition, provision of photos to publications such as Irish Mountain Log and the Club reserves its legitimate interest in that regard.
We will keep any such personal information for as long as necessary in line with our legitimate interests. While we will be sensitive to the processing of such data and will endeavour to remind members (or guests on 'taster hikes') to opt out of any setting where such data may be collected, the onus is on individuals to exclude themselves. Having due regard to the fundamental rights and freedoms of members (or guests on 'taster hikes'), if requested, we will make reasonable efforts to cease processing that causes any concern.
Ownership of photography, video, images and similar content
Out and About reserves the right to use any photography, video, images and similar content provided to the Club by members (or guests on 'taster hikes') in the pursuit of its legitimate interests set out above and claim ownership of any such material provided, unless otherwise agreed in writing prior to its provision.
Transfer of Data to Third Parties
As noted above if you join, or renew membership with Out and About we will automatically register you as a member of Mountaineering Ireland who will become data controller for data concerning your Mountaineering Ireland membership. In registering or renewing your membership we process your membership data using their membership system.
As part of the administration of the Club we may use third parties to provide IT services, software development, printing, communications services, or professional services. We may transfer your data to these third parties or they may have access to your data and process it. Examples include, Mailchimp, Google Drive and Google Sheets.
We will not sell your data. We will not transfer your data to third parties other than as provided for in this policy.
Website and Cookies Data
IP Address
When using the Website www.gay-hiking.org, we may collect your IP (Internet Protocol). An IP address is a number that is assigned to your computer when you use the Internet. Your IP address is also used to help identify you during a particular session and to gather broad demographic data.
We use your IP address to:
- help our website function
- address to help diagnose problems with our server
- to administer the Website.
Cookies
We use "cookies", technology to store data in your computer using the functionality of your browser. The information stored in the cookie is used to identify you. We use the following cookies:
- Session Cookie: Google Analytics Tracking Code that logs details about the visitor's browser and computer.
- 2 Years Cookie: Collects data on the number of times a user has visited the web site as well as dates for the first and most recent visit. Used by Google Analytics.
- Session Cookie: Registers a timestamp with the exact time of when the user accessed the website. Used by Google Analytics to calculate the duration of a website visit.
- Session Cookie: Registers a timestamp with the exact time of when the user leaves the website. Used by Google Analytics to calculate the duration of a website visit.
- Session Cookie: Cookie Used to throttle the speed of requests to the server.
- 6 Months Cookie: Collects data on where the user came from, what search engine was used, what link was clicked and what search term was used. Used by Google Analytics.
- 2 Years: Vimeo Cookie Collects data on the user's visits to the website, such as which pages have been read.
- Session Cookie: Used by Facebook to register impressions on pages with the Facebook login button.
- 6 Months Cookie: Google Maps: Registers a unique ID that identifies a returning user's device. The ID is used for targeted ads.
Google Analytics
This website uses Google Analytics, a web analytics service provided by Google, Inc. ("Google"). Google Analytics uses "cookies", which are text files placed on your computer to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) may be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google.
Note that the use of cookies by third party advertisers or ad servers such as Google is not subject to this Privacy Statement, but is subject to their own respective Privacy Statements.
Your Rights
You have the followings rights which can be exercised as follows:
Right to be Informed
This Privacy Statement informs you about your data.
Right of Access
You can login at www.mountaineering.ie and view the data that we hold on you.
Right of Rectification
You can login at www.mountaineering.ie and rectify the data that we hold on you.
Right or Erasure
We only collect the minimum data required for us to process your membership so we cannot erase particular fields. We can cancel your membership and erase all your data if you contact us with details of the membership to be cancelled.
Right to Restrict Processing
You can unsubscribe from Out and About Marketing emails at www.gay-hiking.org/news or in the unsubscribe links in emails. You can also opt-in or opt-out of Mountaineering Ireland marketing emails at www.mountaineering.ie.
Right to Data Portability
We only hold a limited number of data fields so the right to data portability does not apply.
Right to Object
Contact us to make a complaint about your data.