This policy explains what personal information The Fly Dressers’ Guild (the “FDG”, “we”, “us” and “our”) collects from you, why we collect it, how we use it, how long we keep it, and your rights in relation to it. When changes are made to this policy, we will publish the updated version on our website www.flydressersguild.org.
What information do we collect from you and why?
The FDG is the data controller for your personal information. The person responsible for data protection within the FDG is our Membership Secretary, David Richards, who can be contacted at membership@flydressersguild.org. We collect and process various types of personal data for a number of purposes, including:
· your first and last name (“name”) and contact details, including your address, email address and (should you wish to provide it) telephone number, the Branch of the FDG that you belong to (if any). This information is required to process your membership application or renewal and so we can send you the FDG’s quarterly magazine, Flydresser.
· If you are under the age of 18, we will ask that a parent or guardian completes your membership application on your behalf. We will ask them to enter your name as the member and your date of birth but enter their own contact details for us to manage your membership. We need to know your age so you will benefit from a reduced membership subscription until you are 18 years of age.
· We will also ask for your explicit consent to:
a) occasionally send you information about selected events organised by or involving the FDG, such as our fly-fishing and fly-tying competitions and certain fishing and fly-tying shows, or to solicit feedback to improve our offering (“FDG Activities”);
b) We will also ask for your explicit consent to being sent occasional emails by Clubmate, regarding the other fishing clubs and fisheries on their platform.
In each case, you can choose not to receive such information, and you can withdraw your consent at any time.
· If you purchase merchandise from the FDG, we will ask you for your name and contact details so we can process and dispatch your order.
· If you choose to take part in any FDG fishing or fly-tying competitions or other events, we will ask you for your name, contact details, membership number and your level of experience where relevant. We need to register your participation, ensure you’ve entered in the correct category, pair you with a suitable angler or been allocated an appropriate role, and inform you of any arrangements regarding the event.
· If you tell us you would like to be included in any of the following lists: (i) guest speakers and demonstrators, (ii) members willing to volunteer at shows, or (iii) instructors and assessors for the Guild Awards programme, we will ask you for certain information, which may be published in the Members’ Area of our website. This information will include your name, your preferred means of contact (email and/ or telephone number), area where you live, the topics you can cover, areas of interest, skill level and/ or relevant qualifications, and geographic regions you are willing to travel to, as appropriate, so interested parties can assess your likely interest and contact you directly.
· If you send contributions to the FDG’s magazine Flydresser or the FDG website, we will keep a record of your name, email and/or telephone number and address, so we can contact you with questions and about any follow up articles. If you are not a member of the FDG, we will normally send you a soft and hard copy of the magazine where your article has been published.
· If you are a member of the FDG Executive Committee or an officer of a Branch who has been designated by your Branch as a Branch contact person, we will ask you to provide your name, Branch and contact details for use by members of the FDG Executive Committee, as well as any contact details you would like to have published on the Guild website. Members of the FDG Executive Committee need to be able to liaise with each other and also with Branches. Individuals wishing to join the FDG or a Branch need to be able to contact the relevant person.
What do we do with your information?
We use your information only for the purposes set out in this statement. We rely on the following lawful bases under UK data protection law for the purposes set out next to them:
· Our legitimate interests in running the Guild effectively: to process your membership application and renewals; to send you copies of Flydresser, to confirm your membership to your Branch; to process and dispatch any merchandise you order; to administer competitions and publish results; to manage contributions to Flydresser and our website; to enable members of the Executive Committee and Branches to liaise with each other and with prospective members; and to help prevent fraud. Where we rely on legitimate interests, we have weighed the impact on you and will not use your information in ways you would not reasonably expect.
· Consent: to send you information about selected events, shows and competitions or to seek your feedback, and to include your details in the guest speaker, volunteer or instructor lists in the Members’ Area. Where we rely on consent, you can withdraw it at any time.
· Legal obligation: where the law requires us to disclose your information.
Your information is held and processed securely by the FDG or its authorised data processors, and is accessed only by authorised FDG officers, or authorised staff of our data processors acting in accordance with their data protection obligations.
We take appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, destruction or damage. Access to your information is restricted to those who need it to carry out their duties, and our data processors are contractually required to maintain appropriate security standards.
Disclosing your information
We will not share your personal information with any person or organisation except as follows:
· Your name and contact will be provided to Clubmate, so Clubmate can process your application for membership and renewals.
· Your name and membership number will be provided to your Branch, to confirm that you are a member of the FDG.
· Your name and address will be provided to WPG Ltd, to send you the FDG’s magazine Flydresser.
· Your name and membership number will be provided to Bravenet.com, to allow you to access the Members’ Area of our website.
· If you enter any of the FDG’s competitions, we may publish your name, Branch (if any) and details of your catch in Flydresser, our website and social media channels. In the case of fishing competitions, we may also provide this information to the fishery for posting on their notice board, website and their social media channels. If you are a winner, we may pass your name and address to the competition’s sponsor so that they can send you any prizes.
· With your explicit prior consent, to share your information for any other purposes (e.g. if you ask us to pass on your contact details to other members in your area to establish if they would like to meet up informally or establish a new branch).
· Where we are required by law to disclose your information, or for the prevention or detection of fraud.
How long do we keep your information?
Members: we will hold your information for as long as you remain a member of the FDG, and for up to two years after your membership has lapsed. Non-members: for up to two years after you have first provided your information or we last confirmed with you that you were happy for us to retain it. After the relevant period, your personal information will be securely deleted or anonymised.
Your rights
Under UK data protection law, you have a number of rights in relation to your personal information. These include: (a) the right to access the personal information we hold about you; (b) the right to have inaccurate personal information corrected (rectification); (c) in certain circumstances, the right to have your personal information erased (the ‘right to be forgotten’); (d) the right to restrict the processing of your personal information; (e) the right to object to processing, including for direct marketing purposes; (f) the right to receive your personal information in a commonly used electronic format and to have it transferred to another organisation where technically feasible (data portability); and (g) where processing is based on consent, the right to withdraw that consent at any time without affecting the lawfulness of processing before withdrawal. Please note that these rights are subject to certain exemptions and qualifications.
To exercise any of these rights, or if you have questions or concerns about how your personal information is used, please contact our Membership Secretary (see contact details above). Please include your full name, membership number and preferred contact details so we can respond. We will respond to your request within one month of receipt, or inform you if we need additional time (up to a further two months) because of the complexity of your request.
If you remain unhappy with the way your personal information is being handled, or with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection. You can contact the ICO at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF; telephone: 0303 123 1113; or visit www.ico.org.uk.
This policy was last reviewed on 10 July 2026 and will be reviewed periodically to ensure ongoing compliance with applicable data protection law.