Privacy Policy

Effective Date: January 2025

Welcome to the Privacy Policy of Cotswold Water Ski Club Ltd, ("we", "our", or "us"). We are committed to protecting and respecting your privacy, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy explains how we collect, use, disclose, and protect your personal information when you visit our website, use our services, attend events, or engage with us on social media.

1. Who We Are

Cotswold Water Ski Club Ltd is a UK-based membership club registered at:
Address: Morris Owen House, 43-45 Devizes Road, Swindon, Wiltshire, SN1 4BG
Email: committee@cotswoldski.co.uk
Website: www.cotswoldski.co.uk

We are the data controller responsible for your personal data under UK data protection laws.

2. Data We Collect

We may collect and process the following types of personal data:

Identity Data: Name, title, date of birth, and gender.
Contact Data: Email address, telephone number, and postal address.
Membership Data: Subscription details, membership status, event participation.
Payment Data: Billing information and transaction details (handled securely by third-party payment providers).
Technical Data: IP address, browser type, operating system, and cookies (see our [Cookie Policy]).
Marketing & Communications Data: Your preferences in receiving updates and offers.
Social Media Data: Publicly available information you share via interactions on our social media channels.
CCTV Footage: Images and recordings captured on our premises (see section 9).

We do not knowingly collect personal data from individuals under 18 without verified parental consent.

3. How We Collect Data

We collect your data in the following ways:

Directly from you: through forms, emails, calls, or in person.
Through our website: when you fill out contact forms, register, or make payments.
At club events and premises: via sign-in sheets, bookings, or CCTV.
Via social media: when you interact with our pages, tag us, or send messages.
From third-party services: such as payment processors or booking platforms.

4. How We Use Your Data

We use your personal data to:

Manage your membership account and communications.
Administer bookings, events, and subscriptions.
Respond to your inquiries or feedback.
Provide you with updates, newsletters, or promotions (with your consent).
Ensure the safety and security of our club facilities and digital services.
Maintain financial and administrative records.
Comply with legal obligations.

Our legal bases for processing your data include:

Performance of a contract
Consent
Legal obligation
Legitimate interest

5. Social Media

We maintain official pages on platforms like Facebook, Instagram, X (Twitter), and LinkedIn.

When you engage with our content (e.g. liking, sharing, commenting, tagging), we may view and store publicly accessible information, such as your username or profile photo.

We may also share event photos or club news on social media. If you would prefer not to appear in such content, you can opt out by contacting us at [Insert Email Address].

Please note that your data use on social media is governed by the platform's own privacy policy.

6. CCTV Usage

We operate Closed-Circuit Television (CCTV) on certain club premises for the purpose of:

Ensuring the safety and security of members, visitors, and staff.
Protecting property from theft, damage, or unauthorised access.
Supporting the investigation of incidents or disputes.

CCTV footage is stored securely, accessed only by authorised personnel, and retained for no longer than 30 days unless required for legal or investigative purposes.

Signage is displayed in monitored areas, in accordance with the ICO’s CCTV Code of Practice.

7. Sharing Your Data

We may share your data with trusted third parties who help us operate our club, such as:

IT and cloud service providers
Payment processors
Event booking or ticketing services
Marketing platforms (e.g. Mailchimp)
Legal and regulatory authorities (where required)

We ensure all third parties are GDPR-compliant and only process your data on our instructions.

We never sell your personal data.

8. International Transfers

If we transfer your data outside the UK (e.g. through a third-party email or cloud service), we ensure appropriate safeguards are in place, such as:

UK International Data Transfer Agreements
Adequacy decisions by the UK Government

9. Data Retention

We retain your personal data only for as long as necessary:

Membership data: up to 6 years after your membership ends.
Financial and transactional data: at least 6 years for HMRC compliance.
CCTV recordings: typically retained for 30 days.
Email communications and forms: up to 2 years unless otherwise required.

You may request deletion of your data where lawful and appropriate.

10. Your Rights

You have the following rights under the UK GDPR:

Access – request copies of your data.
Rectification – request correction of inaccurate data.
Erasure – request deletion of your data (in certain cases).
Restriction – limit how we use your data.
Data portability – request data in a usable format.
Object – to processing based on legitimate interest or direct marketing.
Withdraw consent – at any time where processing is based on consent.

To exercise your rights, email us at: [Insert Contact Email]

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk

11. Data Security

We have implemented technical and organisational safeguards to protect your data from loss, misuse, unauthorised access, or disclosure. This includes:

SSL encryption on our website
Role-based access controls
Secure servers and encrypted backups
Staff data protection training

12. Updates to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website. Where appropriate, we will notify you of any significant changes.

If you have any questions or concerns about this policy, please contact:

Cotswold Water Ski Club
Email: Committee@cotswoldski.co.uk