Privacy Policy

Wigmore & District Smallholders Club

Members/Guests Privacy Notice

ICO Registration No. ZB805160

At Wigmore & District Smallholders Club, we're committed to looking after your personal information. This notice explains how we collect, use, and store your data as a club member, including how we use CCTV on our premises.

Personal data that we process.

When you join Wigmore & District Smallholders Club, we may collect the following personal information:

Purpose

Data (key elements)

Basis

Signing up as a member

Full name, postal address, phone number.

Contract – By paying your membership fees you have entered into a contractual relationship with us for the duration of your membership.

Subscribing to emails

Name, Email

Consent – You have given your active consent by supplying us with your email address.

Payment of membership fees

Method and history of payment. Please note we DO NOT store full payment card details on our systems.

Legitimate interest – this information is necessary for us to fulfill your subscription to membership.

Website functionality

Website activity collected through cookies.

Legitimate interest – it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect such as the content of messages you expect a response to.

Making a purchase

Purchase history

Consent – you have given your active consent when providing your membership card at the till unless you specify you do not wish for your purchase history to be recorded. 

CCTV - Security

Images and video recordings captured by our CCTV cameras around the club premises.

Legitimate interest – it is necessary for us to use CCTV to ensure the safety and security of our premises, staff and members.

Photograph

Image captured to support your membership details

Legitimate interest – it is necessary to add this layer of security to protect your membership card from being used by anyone else at the bar.

How We Use Your Information

We use your personal information for these main reasons:

• Membership Management: To handle your membership, process renewals, and keep our membership records accurate and up-to-date.
• Staying in Touch: To send you important club updates, information about events, meetings, and other activities relevant to your membership. This could include newsletters, notices, and direct messages about your membership status.
• Financial Administration: To process your membership fees and keep accurate financial records for the club.
• CCTV for Safety & Security: Our CCTV systems are in place to:
  • Protect the safety and security of our members, staff, and guests.
  • Help prevent and detect crime.
  • Monitor club facilities for maintenance and operational reasons.
  • Assist in investigating any incidents that may occur.
• Improving Our Club: For internal administrative tasks, like planning, reporting, and making our club's services better for everyone.

How We Store and Protect Your Information

Your personal information is kept securely in our membership database (Touch Office). Only authorised club staff who need access to this information to do their jobs can view it. We use appropriate technical and organisational measures to protect your data from unauthorised access, accidental loss, destruction, or damage.

Your information might be stored electronically, in physical files, or both. We'll keep your information for the duration of your membership and for a reasonable period after that (up to six months), as required for legitimate club purposes, legal obligations, or auditing.

CCTV Footage: CCTV footage is typically kept for a limited time, usually around 28 days, before being automatically overwritten or securely deleted. If footage is needed for a specific investigation (e.g., a reported crime), it may be kept for longer. Access to CCTV footage is strictly limited to authorised personnel for valid reasons.

Do We Share Your Information?

We will never sell, rent, or lease your personal information to outside companies.

We might share your information only in very specific situations:

• With your clear consent: If you've given us explicit permission to do so.
• When legally required: If we're legally obliged to do so by law, a court order, or government regulation (for example, sharing CCTV footage with the police during a crime investigation).
• In emergencies: Your emergency contact information may be shared with emergency services if it becomes necessary.
• Third party support: we may engage trusted third party service providers to assist us with technical support, maintenance, and related services. In the course of providing such support, these providers may have limited access to personal data. Any third party engaged by us is contractually bound to use such data solely for the purpose of providing the requested support, to handle it in accordance with applicable data protection laws, and to maintain appropriate confidentiality and security measures.

Your Rights

You have certain rights regarding your personal information:

• Right to Access: You can ask for a copy of the personal information we hold about you. This includes requesting CCTV footage where you are identifiable, athough this is subject to limitations to protect others' privacy.
• Right to Correct: You can ask us to correct any information we hold about you that is inaccurate or incomplete.
• Right to Delete: In certain circumstances, you can ask us to delete your personal information. Please note that deletion of certain information may be cause for termination of your membership.
• Right to Object: You can object to us processing your personal information for specific purposes.
• Right to Restrict Processing: You can ask us to limit how we use your personal information.

To exercise any of these rights, please get in touch with us using the details below. To unsubscribe to emails, please click the ‘unsubscribe’ button at the bottom of the email.

You have a right to lodge a complaint with a supervisory authority, in this instance you would contact the ICO (Information Commissioners Office) at ico.org.uk. We are members of the ICO and our registration number can be found at the top of this notice.

Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our practices or legal requirements. We'll let you know about any significant changes by posting the updated notice on our club's website or notice board.

Contact Us

If you have any questions about this Privacy Notice or how we handle your data, please contact:

Yvonne Rains

Club Secretary

Wigmore & District Smallholders Club

2 Springvale

Wigmore

ME8 0JG

office@smallholdersclub.org

01634 263408