Royal Malta Yacht Club (RMYC)

Dated 01/05/2023

 

Introduction

myrmyc.rolexmiddlesearace.com and rolexmiddlesearace.com (“the Platforms”) are respectively a Race Management System and website owned and/or operated by the Royal Malta Yacht Club (RMYC).

RMYC will be the “controller” of any personal information that you provide to us through the Platforms. 

The privacy notice applies to information RMYC collects about you in connection with the Rolex Middle Sea Race and the Yachting Malta Coastal Race (“the Races”):

 

• Users of the Platforms
• People entering the Races via the Platforms
• Skippers/owners entries and results in the Races
• Crew invited and linked by skippers/owners to participate in the Races
• Emergency contacts
• Crew and boat finder posts

 

 

We process personal information including:

• personal details – such as name, title, address, email addresses, telephone numbers, date of birth, gender, account passwords
• participation details – for example, race crew;
• payment details – credit/debit card details (which we do not retain) and other payment details such as bank account number, sort code, card details so we can receive payments from you and details of the financial transactions with you;
• marketing communication preferences – so that we know whether and how we should contact you.
• records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
• records of your attendance at any of the Races
• emergency contacts

 

 

Why we need your personal information - contractual purposes

We need to process users’ personal information so that we can manage your contractual/ participation requirements. We will use users’ personal information to:

• set up your online account in respect of the Races and administer your account online;
• send you communications by email in relation to the Races

 

If you do not provide us with all of the personal information that we need to collect, then this may affect our ability to deliver all the information required to participate in the Races.

 

 

Why we need your personal information – Legitimate Interests & Contractual Purposes

We need to process and manage users’ personal information in pursuit of our legitimate interests to:

• monitor and develop participation in the sport of yacht racing by monitoring user engagement and participation through the Races and inviting our users to participate in surveys for researching and development purposes;
• deliver film and photography. The Races may be filmed and your personal information and image and likeness may be used from the Races, which we use for promotional, education, development and commercial purposes;
• respond to and communicate with users regarding your questions, comments, support needs or complaints, concerns or allegations in relation to sail racing.  We will use your personal information to investigate your complaint, to suspend activity or membership of the club, take disciplinary action in line with club rules and World Sailing Racing Rules of Sailing; contacting you by email, SMS text, or WhatsApp to inform you of messages, protests and other key information, allowing you to make declarations and providing printed and electronic lists that include your boat details (including sail number, name, hull colour, design and length) to our race management team.

 

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on [email protected]  Your objection will affect our ability to undertake and participate in the Races. 

Why we need your personal information - legal obligations

We are under a legal obligation to process certain personal information relating to users, in particular emergency contacts, for the purposes of complying with our obligations to coordinate any emergency responses with the relevant authorities.

 

 

Why we need your personal information - consent

We use consent as the legal basis to send out marketing communications to promote and encourage participation in the sport of Yacht Racing which includes newsletters, event promotions and offers from official sponsors and partners.

 

 

Who we share your personal information with

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the police, coastguard and other law enforcement agencies operating in and around Malta and in and around the area of the Rolex Middle Sea Race racecourse

 

We may also share personal information with our professional and legal advisors for the purposes of taking advice.

 

We may share your personal information with sports governing bodies including World Sailing, the Malta Sailing Federation or other Member National Authorities. We also may share personal information with marinas or facilities in order to facilitate berthing arrangements or your participation in the Races.

 

Your data may be shared with data processors to help with communication delivery. For example, we use a third party provider, MailChimp, to deliver some of our email communications which might include e-newsletters and direct marketing emails. Your data may be shared when we may use data processors to conduct online surveys so that we can report on trends and gain feedback; or with companies who provide cloud-based file storage and sharing like Dropbox or Microsoft.

 

We will pass some personal data on to our payment providers in order to take payment for the Races. This generally includes payment details along with name, address and contact details which are sometimes used in fraud prevention.

 

If you are Race Crew and you have accepted an invitation to race with a skipper, your name and email address will be shared with any other linked Co-owners or others that have access to that person’s account for the sole purpose of allowing them to manage a race entry and notifying which crew are sailing on their boat. They do not have any access to any other information on your account with us like emergency contact details and your other account and contact details.

 

If we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

 

 

How long we keep your personal information

We will only keep your personal information for as long as necessary to provide you with user services. Unless you ask us not to, we will review and possibly delete your personal information where you have not logged into your account for a period of six years. 

Transferral of personal data outside the European Union

Your personal data may be transferred outside of the EU when using third-party services such as Dropbox, MailChimp or SurveyMonkey. Whenever your data is transferred outside the EU we will make sure the organisation receiving the personal data has provided adequate safeguards. For example, Dropbox and MailChimp participate in and have certified their compliance with the EU-U.S. Privacy Shield Framework and the Swiss-U.S Privacy Shield Framework. 

Limited information may be transferred when working with partnering organisations helping organise the Races and promotions within the Races.

 

 

Race Results and Entries

In publishing race results and entries on the Platforms, we process certain personal information which might include: personal details – names, uploaded avatars, photos and performance details (times and positions).

 

Why we need your personal information – legitimate interests

We might also use your personal information in pursuit of our interests which include: aggregate reporting on participation trends and the numbers and demographics of people competing in yacht racing archiving results to provide people with a history of races competed in and to allow for historical research

 

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on [email protected]

 

If we agree and comply with your objection, this will affect your ability to undertake and participate in the Races.

 

Who we share your personal information with

Some of your personal information is shared publicly: your name and the record of your race results and entry are always shown.

 

Some of your personal information is also shared publicly on our results and entry pages. It includes position and times.

 

How long we keep your personal information

Results data is intended to be kept indefinitely as a historical record or until RMYC no longer needs it.

 

 

Transferral of personal data outside the European Union

We may transfer outside of the European Union results data that are public on the Platforms to any country.

 

Visitors to the Platforms & Race Management analytics

We use a third-party service, Google Analytics, to collect information to help us better understand how people use the Platforms: for example, which areas are being used more frequently than others and whether more people view the Platforms on a mobile device rather than a desktop. This information is only processed in a way which does not identify anyone. We do not make and do not allow Google to make any attempt to find out the identities of those visiting the Platforms. 

Our legal basis for processing this information is legitimate interest. 

The retention period for user-level and event-level data stored by Google Analytics is set at 26 months and the retention period is not reset on each new activity from a visitor.

 

 

Security and performance

RMYC processes the IP addresses and user agents of visitors in certain areas to help maintain the security and performance of these sites. 

Our legal basis for processing this information is legitimate interest.

 
These are retained for at least one year but often much longer to allow for long-term reporting.

 

 

Your rights

Under the General Data Protection Regulation (Regulation (EU) 2016/679) you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights https://commission.europa.eu/law/law-topic/data-protection_en  and https://idpc.org.mt

 

Your rights include:

• your right to request access to the personal information that we hold about you by making a subject access request;
• if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
• your right to request that we restrict the processing of your personal information for specific purposes; and
• if you wish us to delete your personal information, you may request that we do so.

 

 

Access to personal information

RMYC tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’. If we do hold information about you we can:

• give you a description of it;
• tell you why we are holding it;
• tell you who it could be disclosed to; and
• let you have a copy of the information in an intelligible form.

To make a request to RMYC for any personal information we may hold, please contact us on the contact details provided below or by emailing  [email protected] 

If we do hold information about you, you can also ask us to correct any mistakes by contacting us or correcting it yourself within your online account.

 

 

Complaints or queries

RMYC tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. Please contact us using the contact details provided further down this page. 

You also have the right to lodge a complaint with a supervisory authority, which, in this instance, is the Information and Data Protection Commissioner (IDPC)). If you want to make a complaint about the way we have processed your personal information, you should do so on the IDPC website:  https://idpc.org.mt/report-a-breach/

 

 

Links to other websites

This privacy notice does not cover the links within the Platforms linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

 

 

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 01  May 2023.

 

 

How to contact us

If you want to request information about our privacy policy, you can email us [email protected] or write to us at:   
Ta' Xbiex Seafront Ta' Xbiex, XBX 1028, Malta