At Hartley & District Social Club Ltd, 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.

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What Information We Collect

When you join Hartley & District Social Club Ltd, we may collect the following personal information:

• Contact Information: Your full name, postal address, email address, and phone number.

• Membership Details: When you joined, your membership type, and any unique membership number you've been given.

• Payment Information: Details related to your membership fees, like your payment method and history. Please note that we do not store full credit card details on our systems.

• Communication Preferences: Whether you'd like to receive club newsletters, event invitations, and other updates from us.

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

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.

  • CCTV footage may be securely viewed via mobile devices by authorised personnel, particularly for lone working scenarios, to enhance safety and security monitoring outside of regular operating hours.

• 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 officials 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, 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 law enforcement during a crime investigation).

• In emergencies: Your emergency contact information may be shared with emergency services if it becomes necessary.

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, though 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.

• 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.

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:

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Elizabeth Brown

The Club Secretary

info@hartleysocialclub.com

Hartley & District Social Club Ltd

The Club House, Ash Road

Hartley, Kent

DA3 8EH