Information that we collect

The Norfolk Club processes your personal information to meet our legal, statutory and contractual obligations and to provide you with membership and services. We will never collect any unnecessary personal data from your and we do not process your information in any way, other than as specified in this notice.

The personal data that we collect is:

  • Name 
  • Date of birth 
  • Home address 
  • Work address personal email 
  • Work email 
  • Home telephone number 
  • Mobile telephone number 
  • Bank and/or debit and credit card details (only if applicable) 
  • Profession / Occupation 
  • Your interests and hobbies 

We collect information in the methods below: 

  • From the Membership details form that you submit on joining the Club Secretary 
  • From the Direct Debit mandate that you supply for payment of your subscriptions and/or accounts. 

How we use your personal data 

The Norfolk Club takes your privacy seriously and will never disclose, share or sell your date without your consent unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. 

The purposes and reasons for processing your personal data are detailed below: – 

  • We collect your personal data in the performance of your membership 
  • We collect and store your personal data as part of our legal obligation for business accounting and tax purposes 
  • We will send you notice of events that we have assessed as beneficial to you as a member and in the Club’s interests. Such information will be non-intrusive and is processed on he grounds of legitimate interest. 

Your rights 

You have the tight to access any personal information that the Norfolk Club processes about you and to request information about: – 

  • What personal data we hold about you 
  • The purposes of the processing 
  • The categories of personal data concerned 
  • The recipients to whom the personal data has been/will be disclosed 
  • Howe long we intend to store your personal data for. 

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified. 2 

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws, as well as to object to any direct marketing from us. 

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept safe. 

Sharing and disclosing your personal information 

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. 

Safeguarding measures 

The Norfolk Club takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and we have several layers of security measures in place, including: – 

Encryption, pseudonymisation, restricted access, IT authentication, firewalls, anti-virus/malware software. 

Transfers outside the EU 

Personal data in the EU is protected by the GDPR but some other countries may not necessarily have the same high standard of protection for your personal data. The Norfolk Club does not transfer or store any personal data outside the EU. 

Consequences of not providing your data 

You are not obliged to provide your personal information to the Norfolk Club, other than your address (reg. 34). However, this information is required for us to provide you with membership and services and we will not be able to offer all our services without it. 

Legitimate interests 

As noted in the ‘how we use your personal data’ section of this notice, we process your personal information under the legitimate interests legal basis. We have carried out a thorough Legitimate Interest Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against the Club’s interests; ensuring that they are proportionate and appropriate. 

We use the legitimate interests’ legal basis for processing: – 

  • Name 
  • Date of birth 
  • Home address 
  • Work address personal email 
  • Work email 
  • Home telephone number 
  • Mobile telephone number 
  • Bank and/or debit and credit card details (only if applicable) 
  • Profession / Occupation 
  • Your interests and hobbies 

And have identified that the Club’s sole interest is the provision of your membership.

How long we keep your data 

The Norfolk Club only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under the UK tax law to keep your basic personal data (name, address, contact details). In addition, your ‘Membership detail form’, along with your entry in the Proposers’ Book, will be kept in the Club’s archive for the purpose of historical interest. Your details will not be released for 70 years following the date of your election. 

Where you have consented to us using your details for marketing, we will keep such data until you notify us otherwise and/or withdraw your consent. 

Club Events 

The Norfolk Club will occasionally send you events bulletins and details of other events by email or post that have been identified as being beneficial to members and in the interest of the Club. Such information will be relevant to you as a member and is non-intrusive, and you will always have the option to opt-out /unsubscribe at any time. 

Members contact list 

The Norfolk Club publishes an annual membership contact list, distinctly for the purpose of membership and in accordance with the Club Rules, stating that this list is solely used within the membership context. It will be possible to opt-out of this service annually. 

If you would prefer NOT to receive the above-mentioned marketing (including notice of forthcoming events) and offers, please tick below and return this form to the Club: – 

I wish to opt-out of all marketing Please note that if you opt-out you will not receive bulletins of events nor the members contact list. 

I wish to opt-out of the Members contact list ONLY 

Lodging a complaint 

The Norfolk Club only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however, you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the Secretary. 

Baroness van Till Club Secretary The Norfolk Club 17 Upper King Street Norwich NR3 1RB 01603 626 767 Clubsecretary@thenorfolkclub.co.uk 

Consent 

The Norfolk Club takes your privacy seriously and will only process your personal data with your consent and in accordance with the terms stated in our Privacy Notice. 

NC 10.05.2018 v01