Privacy Policy
Data & Privacy Policy
May 2018
Please read this Privacy Policy carefully and retain a copy for your records.
Westbury on Trym Men's Club ("WOTMC") respects the privacy of every person and is committed to protecting all of your personal data (Personal Data).
Personal Data means any information that may be used to identify an individual, including, but not limited to: a first and last name, a home or other physical address, and an email address or other contact information, whether at work or at home.
This privacy policy (Policy), together with our Terms and Conditions, applies to your use of the website at www.wotmc.org.uk (Website) and our services (Services).
The Policy will serve as a summary of your privacy rights. The law, the General Data Protection Regulation (EU 2016/679) effective 25 May 2018, requires that your Personal Data be kept private unless there is a legal obligation or requirement for disclosure by us to authorised parties, in which case we will make such disclosure(s) as legally obliged. We must give you this notice about our privacy practices and follow the terms of this Policy while it is in effect.
Your use of our Services indicates your acceptance of the terms of this Policy.
Information you provide
According to the General Data Protection Regulation, each Personal Data processed by WOTMC will be performed on one of the following legal basis:
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Your consent;
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The performance of the services subscribed by you;
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The legitimate interest pursued by us or by a third party, except where such interests are overridden by your interests or your fundamental rights and freedom.
We collect Members information via your membership application. The information that we collect is to enable us to contact you via email, telephone or postal address about your membership or to email you about relevant information relating to the WOTMC. We use the information provided to ensure that we can contact our members about their membership and sending out emails regarding events and notices pertinent to the Club. We may also use the information you send to us to communicate with you via email and, possibly, other means, regarding products, services and events we think may be of interest to you or to send you our newsletter.
We collect provisional members information via our provisional membership forms that are filled by prospective members in order to apply for membership. The information that we collect is to enable us to contact you via email, telephone or postal address about your membership application. We also collect your details by any email conversations and website contact forms. We use the information provided to ensure that we can contact you regarding your enquiry. We do not share the information with any third party marketing agencies.
We collect Employees’ information via new starter detail forms. The information that we collect is to enable us to contact Employees via email, telephone or postal address. We also collect national insurance details for PAYE purposes and banking details. We also collect medical details from your medical information form and also next of kin details. We use the information provided to ensure that we can fulfil our contractual agreement with our employees. We will share your information with the HMRC for PAYE purposes. We do not share the information with any third party marketing agencies.
If you contact us, we may keep a record of that correspondence.
Third Party Information
We do not rent or sell your Personal Data to anyone.
We may share and disclose information (including Personal Data) about our Members or Users in limited circumstances to other members or to other service providers, for example, card payment services providers.
How we use your data
We will use your Personal Data:
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To carry out our obligations arising from any contracts entered into between you and us and to provide you with the information and services that you request from us;
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To provide, maintain and improve our services;
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To notify you about changes to our services;
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To send you notices, updates, security alerts and support and administrative messages;
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To respond to your comments, questions and requests and provide customer service;
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To ensure that the content from our website is presented in the most effective manner for you and your computer or device;
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To administer our website and for internal operations, including troubleshooting, data analysis, research, statistical and survey purposes;
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To measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;
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For purposes made clear to you at the time you submit your information (for example to fulfil a request, to provide to provide you with information you have requested about our services);
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As part of our efforts to keep our website and services safe and secure.
We may disclose your personal information to third parties:
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If we are under a duty to disclose or share your Personal Data in order to comply with any legal or regulatory obligation or request.
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In order to:
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investigate potential breaches; or
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Protect the rights, property or safety of WOTMC, our customers or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
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Cookies
Our Website and some of our Services use cookies and other similar tracking technologies (like web beacons, tags and scripts) to uniquely identify your browser and to gather information about how you interact with the Website and Services.
A cookie is a small text file containing a string of alphanumeric characters that may be placed on your computer or device or web browser when you visit the Platform and/or Website. When you next visit the Platform or Website the cookie allows us to distinguish you from other users.
You have the ability to decline cookies by changing the settings on your browser but this might prevent you from benefiting from some elements of our website. You can also consult or destroy cookies if you wish, since they are stored on your hard disk.
Security
The importance of security for all your Personal Data is of great concern to us. Our technical, administrative and physical procedures are designed to protect Personal Data from loss, theft, misuse and accidental, unlawful or unauthorized access, disclosure, alteration, use and destruction.
If you have any questions about the security of your personal information, you can contact us.
Your rights
The General Data Protection Regulation (GDPR), gives you the right to access your Personal Data. You also may update, correct or delete by yourself your account information by logging into your Account.
You are entitled to access your Personal Data if you are:
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The data subject; or
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A representative of the data subject who has written consent; or
We are not obliged to comply with your request unless we have received:
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A request in writing.
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Enough information to identify you (or the data subject).
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Enough information to identify the information sought.
If your request is made on-line (email or social media) we may ask you to complete a Subject Access Request Form. We ask that you provide as much information as possible to allow us to narrow down our search. We will acknowledge your requests promptly.
Complete information will be sent to you, the requester, as soon as possible or within 1 month of receiving a valid request. When WOTMC receives a valid formal request, it will be logged and you will receive a confirmation of this. If more information is needed, you will be contacted to provide further information.
Once all of the requested information is collated by us, we will review the data to ensure that:
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The information is clear
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Any information in relation to a third person is removed unless they have given their consent. If any information has been removed e.g. relating to another person OR all the information asked for is not given, an explanation will be included in a letter to you.
The data will be sent to you in an easily readable format (email, post) applying appropriate security, within one month of receiving your valid request.
Where requests are manifestly unfounded or excessive, in particular because of their repetitive character, WOTMC may charge a reasonable fee taking into account the administrative costs of providing the information or communication or taking the action requested; or refuse to act on the request (as allowed by the GDPR).
You have the right to appeal against a decision to refuse access to your information. You have the opportunity to either write a letter of complaint or express your complaint orally with a possible satisfactory outcome.
You are also free to contact the Information Commissioner, who is the compliance lead on Data Protection in the UK.
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Tel: 0303 123 1113 (local rate) or 01625 545 74 (national rate)
We would encourage you to raise any matters with WOTMC before the Information Commissioner.
Notices, Amendments and Updates:
We may change this Privacy Policy at any time or substitute this Privacy Policy at our sole discretion. We reserve the right to make any revised policy effective for Personal Data we already have about you as well as any information we receive in the future.
If we make changes, we will notify you by revising the dates at the top of the Policy (the effective date of this policy is displayed directly under the title of the document).
Marketing Communications
You can opt-out of receiving certain promotional or marketing communications from us at any time, by using the unsubscribe link in the emails communications we send or by contacting us with the word “UNSUBSCRIBE” in the subject field of the email.
If you have any account for our Services, we will still send you non-promotional communications, like service related emails.
Acceptance
You may choose whether or not to provide Personal Data to WOTMC. If you choose not to provide the Personal Data we request, you can still visit our Website, but you may be unable to access certain options, offers, and services that involve our interaction with you.
By using our Services you acknowledge your acceptance of our Privacy Policy, as updated from time to time. It is recommended that you read this Privacy Policy each time you consider or choose to use our Services to ensure that you have not missed any changes to this Privacy Policy.