Disclaimer

Whilst Starcross Yacht Club makes every effort to keep the information on this web site accurate, we disclaim any warranty or representation, express or implied about its accuracy, completeness or appropriateness for a particular purpose. Thus you assume full responsibility for using the information at this web site, and you understand and agree that neither Starcross Yacht Club nor any of its officers or employees is responsible or liable for any claim, loss or damage resulting from its use.

Starcross Yacht Club is not responsible for the contents or reliability of linked websites and does not necessarily endorse the views expressed within them. Listing shall not be taken as endorsement of any kind. We cannot guarantee that these links will work all of the time and we have no control over availability of the linked pages.

We do not object to you linking directly to the information that is hosted on this website and you do not need permission to do so.

Copyright

We will take reasonable efforts to ensure that copyright material is not included in the Starcross Yacht Club unless agreement has been received from the Copyright holder. If we have inadvertently included information for which you have Copyright, please contact the webmaster and we will remove the material immediately.

Data Privacy Policy

To see the full Data Privacy Policy document, please click here.

SYC Website Data Privacy

Website Data Processing

The SYC website is hosted on a secure server provided by linode.com in London, England.

The SYC website traffic is proxied (for those residing in the UK) through servers provided by cloudflare.com in London, England.

The server running the SYC website has its operating system and core system software regularly patched to apply the latest bug / security fixes. The same security / bug fix patching is also applied to the core website software (Joomla).

All data to / from the SYC website is over secure HTTPS / SSL connections.

Website Data Processing

Access to SYC website server is securely locked down with multi-factor authentication (including public/private keys) and is currently limited to two SYC members

  • The Race Manager application administrator
  • The SYC website server administrator

Access to the SYC web site database

Access to SYC website database is securely locked down and is currently limited to four SYC members

  • The Race Manager application administrator
  • The SYC server administrator
  • The two SYC website administrators

Data Security

Data in the SYC website database is not encrypted because access to the SYC server and database is controlled as detailed above. However, it is emphasised that user entered passwords are not stored in plain text (they are “salted” and “hashed”). That said, SYC web site users are strongly recommended to follow best usual internet practices and use a password that is unique to the SYC web site.

Personal Information Collected By The SYC Website

Core Website Functionality

Only current, paid up members of Starcross Yacht Club will be able to complete the moderated website registration process. Sign up applications from non-members are deleted by the SYC web site administrators.

The SYC website registration process asks you for the following information when you register on the website.

  • Your (real) name
  • A username
  • A password
  • Your email address (an email address you own and can receive email on)

You can change any of this information – except the username – at any time after your registration is complete.

Please note: Starcross Yacht Club and/or its officers do not maintain this website profile data in any way. Your website profile is completely separate from your SYC membership record and a request to update your membership details will not result in your SYC website profile being updated. You “own” your website profile data and should maintain it when it needs to be changed.

Forum Functionality

The SYC website provides “forums” which have areas that are publicly visible / readable and areas that are restricted to registered, logged on members of the SYC website. There are no forums to which anonymous users can post messages.

Please remember that any content you enter on any of the forums should be assumed to be public information (as you have no control over who may later re-publish content from an “SYC member only forum” to somewhere with wider access) and you should, therefore, exercise caution when deciding to disclose information about yourself or discussing other people or products

When posting on one of the Starcross Yacht Club website forums, you are accepting that there are moderators of the forums who can and will delete any posts that they deem unacceptable based on their judgement of what is appropriate for a sailing club discussion. The decision of the current SYC Commodore will be final on what is an acceptable post to an SYC website forum.

Race Entries and Race Results

The SYC website includes an events management system that allows users to enter for a sailing event and displays a list of the entries for each event which is publicly available.

The attributes collected for race entries are listed below - the attributes marked with an asterisk are displayed on the current entries list:

  • class of boat *
  • sail (registration) number of boat*
  • helm name *
  • helm age if under 18
  • helm email address
  • crew name *
  • crew age if under 18
  • home sailing club
  • emergency telephone number

The race entry data is held in a mysql database. Direct access to the database is restricted with two levels of passwords (database server, and administration application).

Currently the entry data is not removed from the database after the event (though it could be) - but after the event the information is no longer accessible publicly through the event management system.

Race results are held in individual html files for each race and are publicly available. This is an important resource for club members to check their results when participating in the club racing. The personal information contained within these files for each participant is:

  • class of boat
  • sail number of boat
  • helm name
  • crew name (if applicable)
  • time spent racing
  • finishing position/code

Each person recorded in the results has registered (“signed on”) to take part in the race and in doing so agrees to comply with the SYC Sailing Instructions document covering the organisation of racing at Starcross YC. This document includes sections on image rights and could be extended to explicitly cover data rights.

The results files are not deleted and currently extend back to 2010.

SYC Webcam

Starcross Yacht Club operates a webcam that is intended to allow users to view boats and sailing on the Exe Estuary near the club.

The following points relating to the webcam are highlighted:

  • Starcross Yacht Club does not record any of the images captured by the webcam and, therefore, the ICO rules relating to “closed circuit television” systems do not apply to SYC's operation of the webcam
  • There is a “web chat” application associated with the webcam. Any registered, logged on user of the SYC web site who is on the webcam page can see anything entered into the webcam chat i.e. any “chat” entries are “broadcast” to all registered, logged on users who are on the SYC webcam page.
  • Members of the public can view the webcam images but they cannot control where the webcam is pointed (i.e. they cannot change the webcam pan / tilt / zoom).
  • The SYC website does not record any of the content of SYC webcam chat messages.

Crew Finder

The Crew Finder application allows SYC members to find crews or people looking for crews. If you create an entry, you are asked to optionally enter your telephone number. If you do, it will be visible to registered, logged on SYC website users.

If you respond to an entry on the application, the club member who made the entry will see your email address (which is automatically retrieved from your SYC website profile).

The Crew Finder application and its data is not visible or accessible to users who are not registered, logged on users of the SYC website.

Boat Hire

The Boat Hire application allows SYC members to book the club’s hire boats. If you request, via the application, the hire of a club boat, your email address will be automatically retrieved from your SYC website profile and you may optionally enter a telephone number. This information will be emailed to the SYC Boat Hire Administrator. It will be visible to all administrators of the SYC boat hire application but not to other registered, logged on SYC website users.

The Boat Hire application and its data is not visible or accessible to users who are not registered, logged on users of the SYC website.

Private Messages

If you use the Private Messaging functionality on the SYC website, your messages will be readable by

  • Your intended recipient
  • Those with direct access to the SYC website database – see earlier. Private messages are not stored in encrypted format in the SYC website database.

It is also highlighted that registered, logged on SYC web site users can see a list of the names of all other SYC registered website users (which is necessary to be able to select who you want to send the private message to). No other personal data such as email address is visible.

Miscellaneous Data

Like most websites, the SYC website records access to the website in “web server access logs” and error logs. These logs don’t record information that is personally identifiable to individual users but do record your IP address and information related to your browser / device.

Data Retention

SYC website profiles

If you resign or leave from the SYC club, your website profile will be deleted by the website administrators because only current, paid up members of SYC have full access to the SYC website.

The deletion of old profiles typically happens once a year after the yearly membership renewal process has been completed. identifiable to individual users but do record your IP address and information related to your browser / device.

Forum Functionality

The messages posted to the SYC website forum are retained indefinitely. Even if you contact SYC to ask for your website profile data to be deleted the SYC website administrators will not, by default, remove any SYC forum posts you have made in the past.

Race Results

As previously described the club race results (for internal member only events and for “open” events) are publicly accessible and essentially provide information on the type of boat and registration number of the boat being sailed and the names of the people sailing the boat, and their race result(s). This data is retained permanently as it provides important historical records concerning one of the club’s main sporting activities.

Crew Finder Data

Personal Data in the Crew Finder application is anonymised for all entries that are for dates one month older than the current date. The basic, anonymised entries remain in the system so that trends in usage can be analysed. 

Boat Hire Data

Personal Data in the Crew Finder application is anonymised for all entries that are for dates one month older than the current date. The basic, anonymised entries remain in the system so that trends in usage can be analysed. 

Private Messages

All Private Messaging message data is deleted (whether read or unread) after 50 days.

Web server access / error logs

Web server access / error logs are deleted after 7 days.

Backups

Like most web sites / applications, the SYC website keeps back ups of all important files and data. These files / data are retained (in London, UK) on a four week rolling basis. Any requests for deletion of your data (see the next section) will not be pro-actively deleted from these backups. Instead they will expire four weeks after your data is deleted from the website.

If the SYC production website is ever restored from a backup (an event that hasn't needed to happen in the last 10 years), then any request for data deletion will be re-applied to the restored data.

Cookies

The SYC website uses cookies for its functionality. These include

  • A cookie that keeps you logged on to the website (if you turn off all cookies you won't be able to remain logged on to the website)
  • A cookie to remember whether you want to remain logged on to the SYC web site at your next visit
  • A cookie that remembers your preferences for use of the webcam
  • Cookies relating to third party applications including
    • Google Analytics – this is used to see how many of our users are using which pages on the website but nothing is tracked about individual users
    • The display of SYC's Facebook feed
    • The display of SYC's Twitter feed
    • The display of SYC's Instagram feed
    • The “AddToAny” functionality that supports various “Social” clickable buttons

Emails

The Starcross Yacht Club web site does not proactively send emails to any users – you must explicitly “sign up” for any emails from the SYC web site.

  • a “digest” of posts to the SYC forum. You can unsubscribe by clicking the links at the bottom of the forum digest email or going to http://www.starcrossyc.org.uk/syc-forum/forum-email-digest-preferences
  • posts to any individual SYC forum category / topic, You can unsubscribe by clicking the links at the bottom of the forum category / topic email or going to the specific forum category / topic and clicking “Unsubscribe”
  • when new entries are added to the SYC Crew Finder application. You can subscribe / unsubscribe individually for “request for crews” and “available to crew” emails via the check boxes at the top of the page at http://www.starcrossyc.org.uk/app-crewfinder. You can also unsubscribe by clicking the link at the bottom of the Crew Finder emails.
  • when a registered, logged on SYC website user sends you a private message. By default, no email is sent to you when a private message is sent - you have to change your private message settings at https://www.starcrossyc.org.uk/members-info/apps/private-messaging?task=settings

Scope

This privacy statement applies only to websites belonging to and operated by Starcross Yacht Club. We are not responsible for the content or privacy practices of third party web sites that may be linked to our web pages.

Logon Info

If you are an SYC member we strongly recommend that you log on (or create an account to logon) as there is lots of functionality on this web site that is only available to logged on SYC members. If you are on a private computer, clicking Remember Me is also highly recommended.