Privacy Policy & Notice

Customer Data Protection Policy (GDPR-Compliant)

Effective Date: 01/01/2024
Last Updated: 23/06/2025
Company Name: Cotgrave Welfare Scheme Social Club Ltd / Cotgrave Social Welfare Scheme and Institute
Registered Address: Woodview, Cotgrave, Nottingham , NG12 3PJ
ICO Registration Number (if applicable): ZA039411 / ZA516060

1. Purpose

This policy sets out how Cotgrave Welfare Scheme Social Club Ltd (hereafter referred to as “The Club” and Cotgrave Social Welfare Scheme and Institute (hereafter referred to as “The Charity”), collects, uses, stores, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Scope

This policy applies to all customer personal data collected and processed by both the club and the charity, whether via our website, phone, email, or in-person interactions.

3. Definitions

• Personal Data: Any information relating to an identified or identifiable individual.
• Processing: Any operation performed on personal data (collection, storage, use, erasure, etc.).
• Data Subject: The individual whose personal data is being processed.
• Controller: [Company Name] determines the purposes and means of the processing of personal data.

4. What Data We Collect

We may collect the following types of personal data:

• Name
• Contact details (email, phone number, address)
• Payment information
• Purchase history
• IP address and website usage (cookies)
• Customer service interactions

5. Lawful Basis for Processing

We process customer data under one or more of the following lawful bases:

• Consent (e.g., marketing communications)
• Contract (e.g., fulfilling an order)
• Legal Obligation (e.g., tax compliance)
• Legitimate Interests (e.g., fraud prevention, service improvement)

6. How We Use Your Data

We use your personal data for:

• Processing and fulfilling orders
• Providing customer support
• Sending service updates
• Marketing (with your consent)
• Improving our services and website

7. Data Retention

We retain personal data only as long as necessary for the purposes it was collected, or as required by law. Data will be securely deleted or anonymised when no longer needed.

8. Sharing of Data

We do not sell your personal data.
We may share data with:

• Service providers (e.g., payment processors, couriers)
• Legal/regulatory authorities if required
• Professional advisors (e.g., accountants)

All third parties are required to comply with data protection laws.

9. Your Rights

You have the right to:

• Access your data
• Rectify incorrect data
• Erase your data (“right to be forgotten”)
• Restrict or object to processing
• Data portability
• Withdraw consent at any time

To exercise your rights, email: office@cotgraveclub.co.uk

10. Data Security

We implement appropriate technical and organisational measures to protect data, including:

• SSL encryption
• Secure servers
• Role-based access controls
• Regular audits and reviews

11. International Data Transfers

We will not share your data outside of the UK.

12. Cookies

We use cookies to enhance your experience. You can manage cookie settings through your browser or our website settings.

13. Complaints

If you have concerns about how we process your data, contact us at office@cotgraveclub.co.uk. You can also contact the Information Commissioner's Office (ICO): Website: www.ico.org.uk Phone: 0303 123 1113

14. Policy Updates

We may update this policy from time to time. Any changes will be posted on our website and, where appropriate, notified to you via email.

Contact Us

If you have any questions about this policy or your data, please email