Privacy Policy

Welbeck Sailing Club
Last Updated: 8th February 2026

1. Introduction

Welbeck Sailing Club (“we”, “us”, “our”) is committed to protecting your privacy and ensuring that your personal data is handled in a lawful, fair, and transparent manner.

This Privacy Policy explains how we collect, use, store, share, and protect your personal data when you:

Visit our website: https://welbecksailingclub.org.uk
Interact with us as a member, guest, volunteer, or course/event participant
Book events or courses via TicketSource
Communicate with us by email, phone, or online forms

By using our website or providing personal data to us, you agree to the practices described in this policy.

2. Who We Are

Welbeck Sailing Club is a UK‑based sailing club and the data controller for personal data we process.

Contact Details (Data Protection Contact)
Email: secretary@welbecksailingclub.org.uk

If you have any questions about this Privacy Policy or how your data is handled, please contact us.

3. Personal Data We Collect

We collect personal data for club operations, membership management, website functionality, and event or course bookings.

a. Information you provide directly

This includes data provided when you:

Join the club or renew membership
Submit forms on the website
Make an enquiry
Book an event or course
Sign up for newsletters
Contact us by email or phone

This may include:

Name
Email address
Phone number
Postal address
Emergency contact details (for training or events)
Membership details and preferences
Booking information (e.g., event or course selection)

b. Data collected through TicketSource (Event & Course Bookings)

When booking events or training courses, you may be redirected to TicketSource.co.uk, who process personal data such as:

Name
Email address
Contact information
Booking details
Payment information

TicketSource acts as a data processor on our behalf.
Their Privacy Policy can be found at:
https://www.ticketsource.co.uk/kb/terms-of-use/privacy-policy

We do not store or process payment card information.
All payments are handled securely by TicketSource and their authorised payment providers.

c. Data collected automatically (Website & Analytics)

When you visit our website, we may collect:

IP address
Browser type and version
Device information
Pages visited and time spent on site
Referral information

This may be collected using cookies and analytics tools.

d. Communications

We may store emails and other correspondence you send to us.

4. How We Use Your Personal Data

We use your personal data for the following purposes:

To manage club membership and administration
To process event and course bookings
To respond to enquiries
To send important updates, operational notices, or newsletters (where consent has been given)
To manage volunteer roles and club operations
To improve our website and its functionality
To comply with legal or regulatory requirements
To ensure the safety and proper administration of club activities

5. Legal Bases for Processing Your Data

We rely on the following lawful bases under UK GDPR:

Consent — For optional communications such as newsletters
Contract — When processing membership, event bookings, or other services you request
Legitimate Interests — For administration, internal record‑keeping, and improving our services (balanced with your rights)
Legal Obligation — Retaining financial records, safety documentation, or complying with regulatory authorities

You may withdraw consent at any time by contacting us.

6. Cookies and Analytics

Our website may use cookies and analytics tools to:

Provide website functionality
Improve performance
Understand visitor usage
Enhance security

You can manage or disable cookies via your browser settings.
A separate Cookie Policy is available on our website with full details.

7. Sharing Your Data

We will only share your personal data where necessary and with trusted third parties, including:

TicketSource.co.uk – to manage event and course bookings
Website hosting and maintenance providers
Email and communication service providers
Analytics services (e.g., anonymised website traffic analysis)
Regulatory bodies or authorities when legally required

We will never sell your personal data for marketing purposes.

All third‑party providers are required to protect your data and use it only for the specific purpose for which it was shared.

8. Data Security

We use appropriate technical and organisational measures to safeguard your personal data, including:

Secure servers
Restricted access controls
Encryption where applicable
Regular system updates and monitoring

While we take all reasonable measures to protect your data, no system is completely secure.

9. Data Retention

We retain personal data only for as long as necessary for the purposes collected, or where required for legal or accounting purposes.

Typical retention periods include:

Membership information: for the duration of membership plus up to 3 years
Financial and transaction records: 6 years (legal requirement)
Event and training booking records: up to 3 years
Safety‑related records: in accordance with regulatory requirements

You may request deletion of your data where applicable (see Section 10).

10. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right to access – Request a copy of the data we hold
Right to rectification – Correct inaccurate information
Right to erasure – Request deletion in certain circumstances
Right to restrict processing
Right to object
Right to data portability
Right to withdraw consent (for consent‑based processing)

To exercise your rights, contact us at secretary@welbecksailingclub.org.uk

Right to Complain

You have the right to complain to the Information Commissioner’s Office (ICO) if you believe your information has been misused.

Website: https://ico.org.uk/

11. Third‑Party Links

Our website may contain links to external websites. We are not responsible for the content or privacy practices of those websites.
We encourage you to review their privacy policies.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.
Any revisions will be posted on this page with an updated “Last Updated” date.

13. Contact Us

For any queries regarding this Privacy Policy or your personal data, contact:

Welbeck Sailing Club
Email: secretary@welbecksailingclub.org.uk