Who is responsible for your data:
- Our Privacy Notice applies to the personal data that The Club collects and uses.
- We control the ways your personal data is collected and the purposes for which your personal data are used by The Club. We are the “data controller” for the purposes of the UK Data Protection Act 1998 and other applicable European data protection legislation.
Personal data we collect about you:
- When using the term “personal data” in our Privacy Notice, we mean information that relates to you and allows us to identify you, either directly or in combination with other information that we may hold.
- We collect some personal data from you, for example, when you register as a member, use our website, use our services or contact us.
What data we collect
- Personal information, including contact details (e.g., name, postal address, telephone number and date of birth) and
- Bank details – name, sort code and account number.
- The communications you exchange with us e.g. when you email us, write or call us.
- We collect personal data necessary for legacy administration.
Sensitive personal data
- We collect and use personal data you provide to us, to contact you and inform you about The Club’s activities. Unless required by law or as otherwise described in this Privacy Notice, we do not disclose your personal data to any third party without your prior consent.
Sharing your personal data
- The Club does not share your data with any public body or commercial organisation, unless we have to do so either for legal or compliance reasons, or where it is more cost effective and efficient for us to use a third party to deliver a product or service on our behalf.
- Legal duty: We may need to pass on personal information if required by law or by a regulatory body.
- Other service providers or third parties: We sometimes employ third party service providers to carry out tasks on our behalf. This can be because it is clearly more efficient for them to carry our certain tasks (such as when sending out large volume mailings) or when we do not have the capacity to do a specific task ourselves, e.g. IT and data processing.
How and why we use your personal data
- We use your personal data for the following purposes:
To communicate with you and manage our relationship with you
- Occasionally we may need to contact you by mail, email and/or telephone for administrative or operational reasons. Please be aware that these communications are not made for marketing purposes and as such, you will continue to receive them even if you opt out of receiving marketing communications from us.
- We will also use your personal data if we contact you after you have sent us a request, filled in a web form through our website or contacted us on social media.
- Your views and opinions are very important to us, so we may send you a survey to seek your feedback.
- We will use the communications you exchange with us and the feedback you may provide to manage our relationship with you and to improve our services and communications.
To personalise and improve your experience when engaging with The Club
- We strive to continually improve the information and service we offer to our members.
- We may use your personal data to tailor our communications to your needs and preferences and to provide you with a more relevant experience, for example, by sending you communications on topics you have shown an interest in.
- We may also collect information about how you use our website, which pages of our website you visit most. We may use this information to tailor content and, if you have agreed to receive marketing communications, to send you relevant messages that we think would be of interest to you.
- You can choose to opt out of receiving email marketing communications at any time by clicking on the relevant unsubscribe link at the bottom of any marketing related email you may receive from us.
Legal basis for processing your personal data
- The General Data Protection Regulation requires organisations to consider the legal basis on which they process personal data.
The Club will process personal data in line with the following principles:
- Where it is necessary for us to fulfil a contract with you
- With your consent: we will only send you emails, make telephone calls or send you SMS text messages with your explicit consent.
How long do we keep personal data
- We will keep your personal data only for as long as we consider it necessary to carry our processing activity.
- We maintain data retention criteria to help implement this. This takes account of our legal and accounting obligations balancing this with what would be considered reasonable.
- We are require to keep details of financial transactions, for seven years to meet accountancy and HMRC requirements. We will anonymise or delete personal data if, after a period of seven years, we have not had any contact or communication from you (this will be measured on a rolling seven-year period).
The Club actively supports the principle of “fair and transparent” processing of your personal information. We support your rights in relation to your personal information under the General Data Protection Regulation, including the
- Right to be informed (chiefly via this policy)
- Right to access
- Right to rectification
- Right to erasure
- Right to restrict processing
- Right to data portability
- Right to object
- Rights related to automated decision-making including profiling
If you wish to exercise any of these rights, please contact the Membership team or via email at email@example.com
Requesting access to your personal data
- You have a right to request access to the personal data that we hold about you.
- If you would like to request a copy of your personal data or have any questions in relation to your personal data, please contact us at firstname.lastname@example.org.
Security of your personal data
- We are committed to taking appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage.
- As described elsewhere in this Privacy Notice, we may in some instances disclose your personal data to third parties. Where the Club discloses your personal data to a third party, we require that third party to have appropriate technical and organisational measures in place to protect your personal data.
- The information that you provide to us will be held in our systems, which are located on our premises or those of an appointed third party, acting as our Data Processor.
Updates to our Privacy Notice
We may make changes to this Privacy Notice from time to time, including as part of the new European General Data Protection Regulation (GDPR) , which will come into force on 25 May 2018. We will update the Privacy Notice as and when required and we will publish any new version of this Privacy Notice on our website.