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Cookies & Privacy 

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GDPR - Data Protection Regulations
Privacy Policy

About this Policy

This policy has been produced in order to explain how St Francis Social & Sports

Club (the Club) will process the personal information of the members in order to

comply with the Data Protection Act 2018. As the Club receives Members’ personal

data and is in a position to decide what they do with it. The Club is deemed a ‘Data

Controller’ under the law. Further details on the Data Protection Act 2018 can be

found at the website for the Information Commissioner (


We reserve the right to amend this Data Protection Policy from time to time without

prior notice. You are advised to check our Club notice board regularly for any

amendments. We will only share your personal data with any third parties as outlined


Responsible Person

The guidance issued by the Information Commissioner recommends that Data

Controllers appoint a responsible person in order to help to monitor internal

compliance, inform and advise on data protection obligations, provide advice on

Data Protection Impact Assessments (DPIA), and act as point of contact for the ICO

and individuals. The Honorary General Secretary will carry out this role on behalf of

the Club.

Member's Rights

You have rights under the Data Protection Act:

  • To access your personal data

  • To be provided with information about how your personal data is processed

  • To have your personal data corrected

  • To have your personal data erased in certain circumstances

  • To object to or restrict how your personal data is processed in certain



For more details, please address any questions, comments and requests regarding

our data processing practices to the Honorary General Secretary.

Specific use and sharing of personal information

In general your personal data will only be used for the purposes of membership

management (renewals etc.) and your email and telephone numbers may be used

for communication about news relating to the Club. Your personal data will not be

passed to anyone else outside the Club and your email will only be given to

someone outside the Club with your permission.

The Lawful reasons for processing your data.

Processing of your data is necessary for the administration of your membership,

Club bookings and rentals etc.

Data processed as a requirement of managing your membership.

Processing of your data is necessary for the administration of your membership,

Club bookings and rentals etc.

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Data processed with your consent

The Club will seek consent in the annual renewal application form before processing

any information.

Enquiries and other communications with the club

Any emails and other communications with the Club will only be retained for a period

of time appropriate to the content or request. Club emails will be purged on a regular


How we protect your personal data

The Club will process membership information electronically and hold all information

on a database on the Club’s computer which is secure A backup of this information

will be held and paper copes of data will be held in the Club office which is secured.


For any on-line payments which we take from members and customers we will use a

recognised online secure payment system.


In the unlikely event of a breach of the security of data we will notify members

promptly and we will never sell or pass on your personal data.

Request to see your personal information

If you wish to know what personal data the Club holds please email the Honorary

General Secretary and they will respond within 14 days of the request (depending on


Accuracy and retention of data

Each individual member is responsible for keeping the Honorary General Secretary

informed of changes to their data (e.g. address/telephone number etc. and this is

updated at least once a year at renewal and you are at that time authorising the Club

to hold such data on file.


Data is kept on file at the Social Club Office The data will be normally be kept for up

to.7 years). It may be kept for a longer period for reasons of legal and civil action or

other ongoing case management. Name, address and length of membership will be

kept for up to 30 years for management of historical insurance claims.


All correspondence including e-mail will be deleted when the details held are no

longer relevant.

CCTV Images

CCTV is used to record activities in and around the Club in the interests of safety

and crime prevention. All images are stored onsite within the Club Office. The

images/data are stored for 30 days and then these are over written.


For these reasons the information processed may include visual images, personal

appearance and behaviours. This information may be about club members,

guests/customers and offenders and suspected offenders, members of the public

and those inside, entering or in the immediate vicinity of the area under surveillance.

Where necessary or required this information is shared with the data subjects

themselves, employees and agents, service providers, police forces, security

organisations and persons making an enquiry.


What are cookies And How Do We Use Them? 


Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our website, we may collect information from you automatically through cookies or similar technology, if you have agreed to accept them. 


We use cookies in a range of ways to improve your experience on our website, including: 

  • Keeping you signed in 

  • Understanding how you use our website 

  • The content you viewed 

  • The links you followed 


We also collect information about: 

  • Your browser 

  • Your device 

  • Your IP address. 

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