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THE HARROGATE CLUB – PRIVACY POLICY

The Harrogate Club (hereafter called “The Club”) makes all reasonable endeavours to protect your privacy. We look after your data in accordance with this privacy policy and in compliance with the Data Protection Act (2018)  

For the context of this policy, ‘we’, ‘us’ and ‘our’ is defined as The Harrogate Club and ‘you’ and ‘your’ is defined as a member or potential member who has interacted with us and provided data to us.

Principles

  • The Club processes your personal information in accordance with this privacy policy and in conformity with all UK data protection legislation.
  • We process such data to meet our legal, statutory and our contractual obligations to you and to provide you with membership and services including groups within The Club and to confirm your membership should you wish to attend one of our reciprocal clubs.
  • The Club acts as the Controller of your data.
  • We do not collect unnecessary personal data from you.  We do not sell, lease or hire out your data.
  • The Club takes your privacy seriously and it will not disclose your data – other than in conformity with this notice – without your consent, unless required to do so by law, e.g. when ordered to do so by a Court.
  • We retain your data only for as long as is necessary and for the purposes specified in this notice.
  • We create cookies for the healthy running of our website and to make your experience better. The first time you visit our site (or since you’ve deleted all cookies in your browser) you will be presented with options to select which cookies we use to track for you. You can change this in settings as well.
  • We do not opt you into any marketing contact. We give you the choice to opt-in when it’s appropriate and any contact gives you the option to opt out.
  • We deliberately use third party payment services to ensure we do not have sight of or keep any personal credit card data from your transactions. All communication of your data is encrypted via SSL.  (That is, it is encrypted in transmission end to end).

The type of personal information we collect

We have evaluated the data that we need from you and where we have a legitimate reason to do so. The personal data that we may collect from you as a Club member is:

  • Name
  • Titles and awards
  • Profession  
  • Date of birth
  • Photograph
  • Employment and position held.
  • Contact details (physical address and email address, including business address and email where applicable).
  • Phone Number, (landline and mobile where applicable).
  • The name and email address of your spouse or partner. 
  • Your purchase history (what you bought; how much you paid for it).
  • A record of any contact you initiate with us. (by email or by letter).
  • Hobbies and interests
  • Membership of other clubs
  • If you call us with an inquiry, we may make a summary of the enquiry in our system.
  • We must keep UK business data for 6 years from the end of the last Club Financial Year.

How we collect information

  • From the membership application form when you join The Club.
  • Your Club membership record and expressions of interest by you to The Club, its committee or its staff in attending particular functions or events.

How we use your personal data

The reasons for collecting, storing, and processing your personal data are:

  • To administer and maintain membership records.
  • To process subscriptions, payments and any loans and donations made.
  • To send you notices of events to which you are entitled to attend as a member.
  • For the administration of The Club – for example if you sit on the Club Committee or any Subcommittee or group within The Club.
  • To facilitate your attendance and preferences at lunches, dinners or to secure room bookings that you make at The Club.
  • To facilitate attendance at Reciprocal Clubs that you wish to attend.
  • To seek views or comments via Membership surveys.
  • To request help and assistance from the Membership.

If you’ve opted in to receive Member updates and notices, promotional, or technical information from us we will send it to you as we agreed in the opt-in terms. You can opt-out at any time, but you opt in by default as this is the main way we communicate in writing.

We keep what is necessary for our legally mandated financial records.

Third parties usage of personal data

The Club will not share your information with third parties except in the following circumstances:

  • To organise events in which you have, as a Club Member, expressed an interest.
  • Reciprocal Clubs – to arrange visits/accommodation or events.

Security of Your Data

In order to prevent unauthorised access or use of your data we put all reasonable procedures in place to protect you. This includes but is not limited to:

  • Appropriate physical safeguards such as locked doors for unattended computer hardware overnight.
  • Password protected computers, with strong passwords enforced.
  • Operational procedures to ensure access is secure. These procedures include but are not limited to high-strength passwords and encrypted backups.
  • Role based access control so only appropriate staff can access data relevant to their roles.

The accuracy of the information provided is important to The Club. If there is a change of email address, or if any of the other information held is inaccurate or out of date, it is the responsibility of the person concerned to contact the Club Secretary.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.   We only keep the minimum for us to run The Club and provide services to you as a Member
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

If you wish to raise an issue regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the Club Secretary – secretary@harrogateclub.co.uk 

We keep this notice under regular review.  This was last updated in March 2024.

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