The rules and constitution of the Hampstead & Yalding Cruising Club, as agreed by the membership. These may be amended by a majority vote of the Management Committee.
Section 1
The name of the club shall be "Hampstead and Yalding Cruising Club".
Section 2
Section 3
3.1 Membership Fees and Renewal
The annual membership fee shall be decided at the Annual General Meeting (AGM) or an Extraordinary General Meeting, and becomes payable on 1 April each year.
3.2 Membership Types
Membership is granted on a family basis and includes the applicant and their spouse or partner, as named on the membership application. It also includes their children under the age of 18. Both the owner and spouse/partner are entitled to a vote at the Club AGM.
3.3 Membership Application Process
3.4 Membership Conditions and Requirements
3.5 Club Land and Events
Section 4
4.1 Election and Structure
The Management Committee is elected annually at the AGM. The Committee may co-opt further or replacement members as required by a decision of three Committee members.
4.2 Committee Officers and Duties
| Role | Responsibilities |
|---|---|
| President | Presides, oversees and advises on club policy. |
| Commodore | Acts as Committee Chairperson, has the casting vote, and is the club spokesperson and representative. |
| Vice Commodore | Assists the Commodore in their duties and undertakes such duties in their absence. |
| Rear Commodore | Supports the Commodore and Vice Commodore, and undertakes such duties in their absence. |
| Club & Membership Secretary | Records minutes for all AGMs and Committee meetings, handles clerical work, and arranges newsletter circulation as required. |
| Honorary Treasurer | Manages club finances, maintains up-to-date paid membership lists, and presents an examined Statement of Accounts at the AGM. |
| Other Officers | Such as Events Secretary, Newsletter Editor, etc., elected by the club and Committee as needed. |
4.3 Committee Meetings
Management Committee meetings may be called by the Secretary with at least fourteen days' notice. The Committee may call an Extraordinary General Meeting at any time.
Section 5
Any refusal or neglect of club rules, or any conduct deemed unworthy of membership or injurious to the Club's interests, may render a member liable to expulsion at the discretion of the Management Committee. Prior to expulsion, the member will be given an explanation and an opportunity to defend themselves or resign from the Club.
Section 6
One or more Auditors shall be elected at the AGM.
Section 7
The Rules and Constitution may be amended by a majority vote of the Management Committee. In the event of a tied vote, the Commodore shall have a casting vote.
Any matter not expressly provided for within these Rules shall be determined by the Management Committee, whose decision shall be final.
Section 8
An Annual General Meeting shall be held each year as close as possible to the end of the boating season, subject to dates and venue availability.
Section 9
If the Officers and Management Committee determine that there is no longer sufficient support to continue as an active club, an Extraordinary General Meeting shall be called. The assets of the Club shall be held in trust by the President, Commodore, Secretary, and Treasurer for two years.
If, after two years, the Club is not revived, the Trustees shall sell the Club's assets and all liquid assets shall be donated to the RNLI.
Section 10
10.1 Introduction
This document records the explicit consent of the member for Hampstead and Yalding Cruising Club ("the Club") and its elected Committee members to process certain Personal Identifiable Information (PII) in accordance with UK GDPR, the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (PECR), and any other relevant data protection legislation in force.
10.2 Data Controller
Hampstead and Yalding Cruising Club acts as the Data Controller for the purposes of member data.
10.3 Personal Data Covered
Full name, residential address, email address, contact telephone number(s), boat name, emergency contact details, photographs relating to Club activities, and any other relevant membership information voluntarily provided.
Name, contact details (where provided), relationship to primary member, and photographs relating to Club activities. The primary member confirms they have authority to provide family member details and have informed them how their data will be used.
10.4 Purpose of Processing
Personal data will be processed strictly for legitimate Club purposes, including identification, compliance verification, rule enforcement, safety, communication, event organisation and membership administration.
10.5 Internal Communications Platforms
Personal data may be shared within official restricted-access Club communication platforms, including private social media groups, WhatsApp groups and email lists. Information will not be intentionally made available to the general public.
10.6 Lawful Basis for Processing
10.7 Data Handling, Retention and Security
The Club will process data lawfully, limit it to what is necessary, keep it secure, and retain it only while membership remains active and for a reasonable administrative period thereafter.
10.8 Data Breach Procedure
In the event of a suspected data breach, the Committee will assess the breach, mitigate risk, notify affected members where appropriate, and report to the ICO where legally required.
10.9 Third-Party Platforms
The Club may utilise third-party platforms (including Meta platforms and similar services) which operate under their own terms and privacy policies. The Club does not control how such providers process data and cannot guarantee their security standards. Members agree not to copy, share externally or misuse personal information obtained through Club channels. Misuse may result in disciplinary action.
The Club and its Committee members shall not be held liable for misuse of information by individual members, actions of third-party platform providers, or unauthorised access beyond the reasonable control of the Club.
10.10 Member Rights
Members have the right to access, correct, erase (where applicable), restrict processing and withdraw consent — all in writing.
Section 11
By signing the membership agreement, the member confirms that payment has been made before submitting the application, and that they have read, understood, and agree to comply with and be bound by the Club Constitution and Rules, together with the Personal Data (PII) Consent and UK GDPR Compliance terms.
Members also confirm that: