Privacy Policy

We understand that your privacy and the security of your personal information is extremely important. This notice sets out what we do with your personal information, what we do to keep it secure, from where and how we collect it, as well as your rights in relation to the personal information we hold about you.

This policy applies if you interact with us over the phone, email, online via our website, or in person at a Club meeting.

Who Are We?
What is Personal Information?
What Personal Information Do We Collect?
Why We Collect Personal Information?
How We Collect Your Data
What Do We Use Your Information For?
How Long Will We Keep Your Personal Information?
Sharing Personal Data
Links To Other Websites
What Are Your Rights?
Changes To Our Policy
Contact Us

Who Are We?

When we say ‘we’, ‘us’ or ‘the Club’ in this policy, we’re referring to Woodbury Woodturners. The data controller responsible for the privacy of your data is Woodbury Woodturners.

What is Personal Information?

Personal information means any data which relates to an individual and can be used for the purposes of identification, either directly or indirectly, typically through the use of an identifier. It does not include data where the identity has been removed.

What Personal Information Do We Collect?

  • Identity Data: First name, last name, user name.

  • Contact Data: Home address, email address and telephone numbers.

  • Profile Data: User name, password, preferences, competition scores, wood turning skill classification and items posted on ‘Sale or Wanted’ board.

  • Transactional Data: Information about whether you have paid the Club annual subscription and any events not included as part of Club membership.

  • Technical Data: Information about the device used to access our website (e.g. browser, operating system, IP address).

  • Usage Data: Information about how you use our website including details of your visit, such as, which site you came from to ours, and the web pages viewed during your visit. Please see our Cookie Policy.

  • Communication Data: Information about whether you want to receive newsletters from us and the method they should be delivered (e.g. email, mail).

Aggregated Data

We may also collect, use and share some Aggregated Data about our members’ behaviour patterns and browsing actions. This data may be derived from your personal information but it does not identify you as an individual so is not considered personal data in law. For example, we may aggregate Usage Data to calculate the number of users visiting a specific website location. Should we combine Aggregated Data with your personal data so that it can identify you as an individual then we treat the combined data as personal data and it becomes subject to the provisions of this privacy policy.

Why We Collect Personal Information?

Whenever we process your personal information we have to have something called a “legal basis” for what we do. The different legal bases we rely on are:

  • Consent: You have told us you are happy for us to process your personal information for a specific purpose. For example, when you specify how you prefer to receive our Club newsletter.

  • Legitimate Interests: The processing is necessary for us to pursue our legitimate interests in a way which might reasonably be expected, but not where our interests are overridden by your interests or rights. For example, the administration of your membership.

  • Contractual Obligation: We must process your personal information in order to provide you with the membership services you are signing up to when you register with the Club.

  • Public Information: Where we process personal information which you have already made public.

How We Collect Your Data?

We collect different information about you in a number of ways:
  • Information Provided by You Directly: When you register as a member, we will store the personal information you give us such as your name, email address, postal address, telephone number and desired user name.

  • Information Retrieved Automatically: We may collect Technical Data about your equipment and Usage Data regarding your browsing actions and patterns. We collect this personal data automatically using cookies and other similar technologies. For more information on cookies, please see our Cookie Policy.

  • Aggregated Data: We use Aggregated Data from Google Analytics to guide improvements to the Club website and associated systems. This third party Aggregated Data often relies on your use of cookies. For more information on cookies, please see our Cookie Policy.

What Do We Use Your Information For?

There are a number of ways in which we use your personal information, depending on how you interact with us.

We may use your information in the following ways:

Purpose/Activity Data Type Legal Basis
To register you as a new member Identity, Contact Contractual Obligation
To maintain our financial accounts and records Identity, Transactional Contractual Obligation
When you contact us by any means with queries, complaints etc. Identity, Contact, Communication Contractual Obligation, Legitimate Interests
When you request to receive our Club newsletter Identity, Contact, Profile, Communication Consent
When you enter competitions Identity, Profile Consent, Legitimate Interests
When you elect to demonstrate at a Club event Identity Consent, Legitimate Interests
When you book any kind of appointment with us, e.g. a training session or Club organised excursion Identity, Contact, Usage Contractual Obligation, Legitimate Interests
To provide news and information about Club events, activities and services, or to contact you with wood turning related information that may be of interest to you Identity, Contact, Profile, Communication Legitimate Interests
When you attend a Club event you may feature in photography taken that is subsequently used on the Club website and/or newsletter Identity Legitimate Interests
When you add an item to the “For Sale or Wanted” board Identity, Contact Legitimate Interests
When you browse our website we may record analytical data to improve page layout/navigation and measure the effectiveness of any advertising Identity, Contact, Profile, Technical, Usage Legitimate Interests
To administer and protect this website (including troubleshooting, data analysis, logging, testing, maintenance, support, reporting and hosting of data) Identity, Contact, Profile, Technical, Usage Legitimate Interests
We may collect data from publicly accessible sources where you have given consent to share information or it is made public by law Identity, Contact Contractual Obligation, Legitimate Interests

How Long Will We Keep Your Personal Information?

We hold membership details for one year after a membership lapses. This is to enable an individual to re-join with minimal effort. When this retention period expires, your data will be either deleted or anonymised. In the latter case, the data will be used in a non-identifiable way for statistical purposes and to maintain the integrity of historical competition results.

If requested by any individual (or their family in the event of death), we will remove their data from the membership database. Once done, we can no longer communicate or maintain membership records for the individual in question.

Selected data such as photographs and names of competition winners may be retained for historical records. Specific items will be deleted on request.

Sharing Personal Data

Your personal data will be treated as strictly confidential and will only be shared with other members of the Club in order to carry out a service to other Club members or for purposes connected with the Club.

Your home address details are restricted to a subset of the Committee.

We do not and will not sell any of your personal data to any third party for any purpose.

Our website contains links to other websites which may be of interest. We do not share your personal information with those websites and are not responsible for their privacy practices. We encourage you to review their privacy policies and practices to determine how they will handle any information they collect from you.

What Are Your Rights?

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact us using the details in the Contact Us section below.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office https://ico.org.uk/

Changes To Our Policy

It is likely that we will need to update this privacy policy from time to time so please return to this page periodically in order to keep up-to-date with any changes. When we make significant changes to the policy we will also notify you accordingly where we have accurate contact details and where you would expect to receive communications from us.

Contact Us

Please contact us if you have any questions about our privacy policy or the information we hold about you using the email privacy@woodburywoodturners.org.uk.

Last updated: Tuesday 22rd May 2018



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