Privacy Policy

The Penrose Club Privacy Policy 

Our contact details

NAME: The Penrose Club

ADDRESS: The Penrose Club, Hatherleigh, Tite Hill, Englefield Green, TW20 0NH
EMAIL: admin@thepenroseclub.org

At The Penrose Club, accessible from thepenroseclub.org, one of our main priorities is the privacy of our visitors. This Privacy Policy document contains the types of information collected and recorded by The Penrose Club and how we use it.

If you have additional questions or require more information about our Privacy Policy, do not hesitate to contact us via email at admin@thepenroseclub.org

LOG FILES

We obtain information about you when you use our website, for example, when you complete the contact form when you complete the site registration form, purchase a product from our store or engage with other forms within our site.

INFORMATION COLLECTED FROM YOU

The personal information we collect might include your name, address, email address, IP address, and information regarding what pages are accessed and when. If you make a donation online or purchase a product from us, your card information is not held by us, it is collected by our third-party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting admin@thepenroseclub.org

(b) We have a contractual obligation.

(c) We have a legal obligation.

(d) We have a vital interest.

(e) We need it to perform a public task.

(f) We have a legitimate interest.

(g) Indirectly – Your information may be shared with us by fundraising sites such as Just Giving. You should read the Privacy Policies of these independent sites when you give them your information in order to understand how they will process your data.

COOKIES

USAGE

Like many other websites, thepenroseclub.org website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your country preference. This helps us to improve our website and deliver a better more personalised service.

It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies off may result in a loss of functionality when using thepenroseclub.org

MAIN COOKIES USED ON OUR SITE

GOOGLE ANALYTICS

These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site.

The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited

For more information on Google Analytics’ privacy policy visit here: http://www.google.com/analytics/learn/privacy.html

GOOGLE MAPS

These are Google Maps third-party cookies, which are unique identifiers to allow traffic analysis to Google Maps.

We may use your information to:

  • Contact you regarding queries raised in the contact form;
  • Progress an order you have submitted and send you information directly related to this;
  • Carry out our obligations arising from any contracts entered into by you and us;
  • Deal with entries into a competition;
  • Seek your views or comments on the services we provide;
  • Notify you of changes to our services;
  • Send you communications, which you have requested and that may be of interest to you.
  •  These may include information about campaigns, appeals, other fundraising activities, and promotions of our associated companies’ goods and services;
  • Process a grant or job application.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

ACCESS TO YOUR INFORMATION

We will not share your information with third parties for marketing purposes.

We will not sell or rent your information to third parties.

Third-Party Service Providers working on our behalf: We may pass your information to our third-party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example processing donations and sending you mailings).

When we use third-party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond the company for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our supporters and customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

Online Purchases: If you purchase through our online shop, the personal information we may take from you may include:

  • Name
  • Billing and shipping address/es

  • Email address
  • Phone number
  • Details or further information relating to your purchase, e.g. contact information to be used on a business card, or garment sizes for merchandise orders.

  • During checkout, your experience may be improved by the Google Places API. This recognises your address entry into any forms, shares your data with Google and makes auto-complete suggestions.

 Online Form Completion: When you enquire via this website using our form, we respond to submissions by tracking the collected data requested in the form.

YOUR CHOICES

You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about our exciting products and services, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post unless you specifically ask us to.

YOUR DATA PROTECTION RIGHTS

Under data protection law, you have rights including:

UPDATING YOUR INFORMATION – YOUR RIGHT TO RECTIFICATION

The accuracy of your information is important to us. You have the right to request a copy of the information we hold about you so that you can ensure its accuracy. You can do this by the following methods:

Send an email to the administrator admin@thepenroseclub.org and request the information held about you.

RIGHT TO ERASURE

Security precautions are in place to protect against the loss, misuse or alteration of your information. You have the right to ask us to erase your personal information in certain circumstances.

When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected with the following software 128 Bit encryption on SSL. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Chrome, Safari etc.

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

YOUR RIGHT TO RESTRICTION OF PROCESSING

You have the right to ask us to restrict the processing of your personal information in certain circumstances.

YOUR RIGHT TO OBJECT TO PROCESSING

You have the right to object to the processing of your personal information in certain circumstances.

YOUR RIGHT TO DATA PORTABILITY

You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

LINKS TO OTHER WEBSITES

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third-party site.

16 OR UNDER

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.

TRANSFERRING YOUR INFORMATION OUTSIDE OF EUROPE

As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.

If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

You can change your marketing preferences at any time by contacting us by email: admin@thepenroseclub.org

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at: admin@thepenroseclub.org 

You can also complain to the ICO if you are unhappy with how we have used your data.

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

Helpline number: 0303 123 1113. ICO website: https://www.ico.org.uk

REVIEW OF THIS POLICY

This Policy was last updated in July 2023.

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