Privacy Notice

How the Club uses your personal information

This statement explains how The Sheffield Club (the “Club”) handles and uses the personal information that the Club collects about its members, prospective members and applicants for processes relating to its operations and activities.

When changes are made to this statement, the updated version will be published on the Club’s website.

The controller for your personal information is the Club’s Committee. The person responsible for data protection within the Club is the Secretary (Richard Smith as at the date of this notice) who can be contacted care of Knights, St Pauls Place, 121 Norfolk Street, Sheffield, S1 2JF.

The Club collects data from you using different methods, including:

Your interactions with us. You may give us your personal data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you apply for membership. Most of this data will comprise of personal contact data such as your name, address, email address and phone number.
You may give us your personal financial data by providing your card or bank account details for the payment of your membership fees.

The Club processes your personal information for a number of purposes, including:

To review membership applications and (if accepted) register you as a member.
Maintaining your personal details (e.g. your name, address and preferred contact details), including ensuring effective communications with you.
Keeping financial records (e.g. payment of your membership fees).
Providing details of Club events and meetings.
Maintaining a record of your activities with the Club.

The Club’s normal legal basis for processing your personal information is that:

it is in the Club’s legitimate interests to do so, in order for the Club to run effectively and efficiently; and
to perform the membership contract that we may enter into, or have already entered into, with you.

As the Club only collects and uses minimal information for the limited purposes listed in this notice the Club does not consider that your own interests override the legitimate interests of the Club. If the Club uses your personal information outside of the purposes listed in this notice it will seek your consent to do so in advance.

The Club keeps your personal information for as long as the Club reasonably needs it for the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data, and the applicable legal, regulatory, tax, accounting or other requirements. Usually we retain such information for 1 year after your membership ceases.

How the Club shares your personal information

Personal information is not shared outside of the Club and its members.

Your rights

You have the right to:

access the personal information that the Club holds about you (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it;
ask the Club to correct any inaccurate personal information that the Club holds about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us;
as the Club to delete or remove personal data in certain circumstances (but we may not always be able to comply with your request for specific legal reasons which will be notified to you, if applicable, at the time of your request);
otherwise restrict processing by the Club where we are relying on a legitimate interest as the legal basis for that particular use of your data. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object;
object to processing of your personal data for direct marketing communications
request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you; and
receive an electronic copy of the personal information you provided to the Club.

Please note that all of these rights are qualified in various ways.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

If you have questions or concerns about how your personal information is used, please contact the Club using the above details.

If you remain unhappy with the way your information is being handled, or with the response received from the Club, you have the right to lodge a complaint at any time with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF (https://ico.org.uk/).

Last updated: 18 January 2024