The Hertford Club (Club) are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership or services provided by the Club, The Hertford Club is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.
What personal data we hold on you
You may give us information about you by filling in forms or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register as a member of the Club or use the services of the Club. The information you give us may include your title, name, date of birth, address, e-mail address, phone number, the title, name and date of birth of your partner (if applying for joint membership), the name and membership number of your proposer and seconder where applicable.
Why we need your personal data
The reason we need your data is to be able to administer your membership and provide the membership services you are signing up to when you register with the Club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are registering for.
Reasons we need to process your data include:
For membership and Club management
processing of membership forms and payments;
to provide information about Club activities, membership renewals or invitation to social events
Marketing and communications (where separate consent is provided)
to keep you informed of the goods and services offered by the Hertford Club.
to provide you with prize draw tickets.
to provide you with voting papers (voting members only) prior to the Annual General Meeting or any Extraordinary General Meeting.
On occasions we may collect personal data from non-members who attend the Club as a guest and wish to be informed about the services we provide. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.
The Club has the following social media pages Facebook and Twitter. All members and guests are free to join these pages. If you join one of the Social Media pages, please note that provider of the social media platform(s) have their own privacy policies and that the Club does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the Club’s social media pages.
Soon you will be able to set and amend your privacy settings in the members area of our website, but if you wish to do so now please contact us. If you have any questions about the continuing privacy of your personal data please contact email@example.com or call 01992 421422 .
Who we share your personal data with
We’ll keep your information confidential, but we may share it in certain circumstances, for the purposes set out in this policy, with any business partner whom we are providing services to you with and where our logo appears on the product, for example future products and services. In such circumstances The Club remains the Data Custodian and our business partner is the Data Processor. We may also share your information with authorised officers as legislated for the purposes of law enforcement and health protection. The Club’s data processing requires some of your personal data to be transferred outside of the UK for the purpose of hosting the members area of the Club’s website. Where the Club does transfer your personal data overseas it is with the appropriate safeguards in place to ensure the security of that personal data.
How long we hold your personal data
We will hold your personal data on file for as long as you are a member with us. Any personal data we hold on you will be securely destroyed after seven years of inactive membership. Your data is not processed for any further purposes other than those detailed in this policy.
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.