Privacy Policy

PRIVACY NOTICE

Alcove Angling Club

1. About this notice

This notice explains how Alcove Angling Club (the “Club”, “we”, “us” or “our”) collects, uses, shares and protects personal information relating to members, applicants, visitors, volunteers, match participants, parents and guardians, and people who contact us.

It applies to information handled through our website, ClubMate, email, telephone, paper forms, club activities, matches, venues and other club administration. It should be read together with our Cookie Policy and any short privacy information shown when particular information is collected.

2. Who is responsible for your information?

Alcove Angling Club is the controller responsible for deciding how and why your personal information is used.

Correspondence address: Alcove Angling Club, c/o [Secretary – admin@alcoveanglingclub.co.uk

Privacy email: admin@alcoveanglingclub.co.uk (forwarding)

Website: www.alcoveanglingclub.co.uk

We have not appointed a statutory data protection officer. Privacy enquiries are handled by the Club’s committee.

3. Information we collect

Depending on your relationship with the Club, we may collect:

• identity details, such as name, title, date of birth, gender and membership number;

• contact details, such as postal address, email address and telephone number;

• membership information, including membership category, application and renewal history, permits, bookings and eligibility;

• parent or guardian details and age-related information for junior members;

• payment and transaction information. Full card or bank details may be collected directly by Clubmate’s payment provider rather than retained by the Club;

• club activity information, including match entries and results, catches, work-party attendance, correspondence, complaints, rule-enforcement and disciplinary records;

• photographs, video or names submitted to us or recorded at club events, matches or venues;

• accessibility, disability, health, emergency-contact, accident, safeguarding or welfare information where necessary;

• communications and enquiry records; and

• technical information from our website, including IP address, browser and device information, server logs, referring pages, pages visited and cookie preferences.

We may receive information directly from you, from a parent or guardian, from another member or club officer, through ClubMate, from match or event organisers, from an affiliated angling organisation, or automatically when you use our website. If information is obtained from another source, we will provide appropriate privacy information where the law requires us to do so.

3a. Clubmate

Clubmate protects member data using secure cloud infrastructure, encrypted connections, and strict third-party payment handling.

Data Storage and Infrastructure

• Microsoft Azure Security: All information is stored and maintained using multi-layered security provided by Microsoft Azure across its physical data centres, infrastructure, and operations.

• UK-Based Hosting: Systems are hosted exclusively in Microsoft’s UK South (London) data centre, which maintains high compliance and certification standards.

• Internal Procedures: Clubmate uses physical, electronic, and managerial safeguards to protect data from unauthorised access.

Transmission Security

• Encrypted Connections: Data transferred between the Clubmate server and a user’s device (administrator or member) is protected using secure “https” connections with SSL technology, similar to banks and financial institutions.

Financial Data Protection

• No Storage of Card Details: Sensitive financial information, such as bank account numbers, debit cards, or credit card details, is never seen, stored, or transmitted by Clubmate or the individual club.

• Regulated Payment Partners: Financial transactions are handled securely through regulated payment partners like Stripe and GoCardless.

Compliance and Breach Policy

• GDPR Tools: The platform provides centralised management to help fishing clubs facilitate GDPR compliance, letting members control personal info and consent preferences via a dedicated portal.

• Breach Notification: Clubmate will notify users promptly in the unlikely event of a personal data breach that poses a serious risk.

Clubmate’s Privacy Policy Document can be accessed here:

https://clubmate.fish/privacy/

4. How and why we use information

We only use personal information where we have a lawful basis. The principal purposes and bases are set out below.

Where we rely on legitimate interests, our interests include administering and improving the Club, communicating with members, protecting Club waters and assets, enforcing rules, maintaining safety and establishing or defending legal claims. We consider whether those interests are necessary and balanced against the person’s rights, with particular care for children and sensitive information.

5. Special-category information

Information about health or disability is given additional protection under data-protection law. We will collect it only where necessary, limit access to people with a genuine need to know, and identify both an GDPR Article 6 lawful basis and an Article 9 condition. Depending on the circumstances, the relevant Article 9 condition may concern explicit consent, vital interests, legal claims or substantial public interest.

6. Children and junior members

Junior members have the same data-protection rights as adults. We take particular care to use clear information, collect only what is necessary, apply a high level of privacy by default and consider the child’s best interests. We may obtain information from a parent or guardian and communicate with them about membership, safety and club activities. Where consent is the lawful basis for an online service offered directly to a child under 13, we will obtain and reasonably verify consent from a person with parental responsibility.

7. Who we share information with

We do not sell personal information. We may share only the information needed with:

• authorised Club officers, committee members, administrators, match officials and bailiffs, according to their responsibilities;

• ClubMate Limited, which processes membership information on the Club’s instructions;

• ClubMate Limited for payment collection and refunds;

• Hostinger.com web hosting, Hostinger.com email provider where applicable;

• professional advisers, insurers, accountants, auditors and IT support providers;

• affiliated angling bodies, venue owners or event organisers where necessary and lawful;

• emergency services, safeguarding bodies or healthcare providers where needed to protect someone; and

• courts, law-enforcement agencies, regulators or other parties where disclosure is required by law or necessary to establish, exercise or defend legal claims.

Note: Service providers acting as processors must use information only for authorised purposes, protect it appropriately and comply with their contractual and legal obligations. Some recipients, such as payment providers or regulators, may act as independent controllers for their own purposes.

8. International transfers

If applicable, some service providers or their sub-processors may process personal information outside the UK. Where a restricted transfer takes place, we shall ensure that they use a lawful transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement, or the UK Addendum to approved standard contractual clauses, together with any supplementary protections required. You may contact us for further information about the relevant safeguard.

9. How long we keep information

We keep personal information only for as long as needed for the purpose for which it was collected, including legal, accounting, insurance, safeguarding and dispute-resolution requirements. The Club must approve the periods below before publication.

When information is no longer needed, we will delete it securely or anonymise it so that it can no longer identify an individual.

10. Security

We use proportionate organisational and technical measures designed to protect personal information against accidental or unlawful loss, alteration, disclosure or access. These include role-based access, confidentiality requirements, account and device controls, secure service providers, backup and incident-management arrangements appropriate to the risks. No internet or email transmission is completely secure, but we assess risks and review our controls.

11. Cookies and website technologies

Our website uses cookies and similar storage or access technologies. Strictly necessary technologies may be used without consent where a legal exemption applies. We will not activate non-essential analytics, preference or marketing technologies until the visitor has made an affirmative choice, unless another specific exemption applies. Visitors can reject non-essential technologies as easily as accepting them and can change their choices using “Manage consent”.

Our separate Cookie Policy will identify the actual technologies, providers, purposes and durations following a current cookie scan. Browser settings do not replace the consent required for non-essential technologies.

12. Marketing

Essential membership and safety messages are not marketing. For optional marketing by email, text or similar electronic means, we will comply with the PECR. Where consent is required, it will be specific and may be withdrawn at any time. Every electronic marketing message will provide an appropriate way to opt out. We may retain minimal suppression information to ensure that an opt-out continues to be respected.

13. Your rights

Depending on the processing and lawful basis, you may have the right to:

• be informed about how your information is used;

• request access to your personal information;

• have inaccurate information corrected and incomplete information completed;

• request deletion in circumstances where the right applies;

• request restriction of processing;

• object to processing based on legitimate interests;

• object at any time to the use of your information for direct marketing;

• receive certain information in a structured, commonly used and machine-readable format and have it transferred where the right to portability applies;

• withdraw consent at any time, without affecting processing carried out before withdrawal; and

• not be subject to a decision based solely on automated processing that has legal or similarly significant effects, where the statutory right applies.

RIGHT TO OBJECT TO DIRECT MARKETING: You may object at any time. We will stop using your personal information for direct marketing.

These rights are not absolute and exemptions may apply. We may need information to verify your identity. There is normally no fee. We will normally respond within one month; where permitted for complex or numerous requests, we may extend this by up to two further months and will explain why.

14. How to exercise your rights or complain

Contact the Club at admin@alcoveanglingclub.co.uk Please describe your request and provide enough information for us to identify the relevant records.

If you are dissatisfied with our use of your information, please contact us so we can try to resolve the matter. You also have the right to complain to the UK supervisory authority:

Information Commissioner’s Office: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Website: https://ico.org.uk/make-a-complaint/

15. Changes to this notice

We will review this notice annually and update it when our processing, providers or legal obligations change. If a change is significant, we will take reasonable steps to bring it to the attention of affected people before the new use begins where required.

Version: Draft 2.0

Draft date: 5 October 2026

Approved/effective date: 6.10.2026

Next scheduled review: 5.10.2027