General Data Protection Regulations (GDPR)
How we use your personal information – Norwich and District Pike Club (NADPC)
This statement explains how the Norwich and District Pike Club (hereafter referred to as NADPC) handles and uses the personal information we collect about our members and other individuals in connection with our operations and activities.
When changes are made to this statement, the updated version will be published on the NADPC website: www.norwichpike.com
As an organisation that holds personal data, we have a legal responsibility to handle that data with respect and to store it securely at all times.
The Data Controller for your personal information—responsible for data protection within NADPC—is the Club Membership Officer.
How we use your personal information
We collect and process your personal information for several purposes, including ensuring that data is:
· Fairly and lawfully processed
· Processed for limited and specific purposes
· Adequate, relevant, and limited to what is necessary
· Accurate and, where required, kept up to date
· Processed in a manner that ensures appropriate security
We use your personal information for the following:
· Maintaining your personal details (e.g., name, photograph, membership number and preferred contact details), including enabling us to communicate effectively with you
· Keeping financial records (e.g., confirmation of membership fee payments)
· Maintaining a record of your membership and participation in club activities
· Managing complaints or enquiries
By joining NADPC or purchasing a membership or guest ticket, you give us permission to process your information for the purposes outlined in this document.
You may withdraw your consent at any time by emailing the Club Membership Officer.
Please note: withdrawing consent completely will prevent us from maintaining your membership, as NADPC must store and use certain information as part of its membership administration.
Our normal legal basis for processing your data is legitimate interest—specifically, enabling NADPC to operate effectively and efficiently while using only the minimum information necessary for the purposes listed. If we ever need to process your information for purposes outside those listed, we will seek your consent first.
Personal information collected and used on Clubmate
When you purchase a membership or guest ticket through Clubmate—either online or via a shop agent—the information required for your purchase (such as your name, address, ID photo, date of birth, membership category, email address and contact number) will be stored securely in our Membership Database.
We do not share your personal information with any organisation or company other than Clubmate and its authorised service providers, who operate our website and process data and subscription payments on NADPC’s behalf.
It is a condition of membership that your name, postal address, email address, mobile number and ID photo (if required) are held by NADPC for administration and verification purposes.
What personal data do we hold?
Membership Forms
Membership forms are stored either as hard copies or electronic copies depending on how the membership was purchased.
· Hard copies are held securely by the Club Membership Officer
· Electronic membership information is held within the Clubmate Administration System
Information contained in hard copy forms:
· Name
· Address
· Email address
· Mobile and/or home telephone numbers
· Type of membership
· Date of birth (where applicable)
· Membership number
Information contained in electronic forms:
· Name
· Address
· Date of birth
· Email address
· Mobile and/or home telephone numbers
· Type of membership
· Membership number
Why we hold personal data
· Name – to correctly identify and address the member
· Address – to contact the member by post and confirm identity
· Telephone number(s) – to contact members quickly when necessary
· Email address – for administrative communication and efficient identification
· Date of birth – to ensure the member is assigned the correct membership category
· Membership type – to manage membership categories and send relevant information
How membership is paid
We collect payment information solely for accounting and reconciliation purposes.
NADPC does not request or store bank account details.
Membership Database
The Membership Database is maintained by the Club Membership Secretary via Clubmate’s secure, password-protected administrative system. Backup copies are secured and password-protected.
We may delete your personal data after a minimum of 2 years of inactivity following the expiry of your membership.
You have the right to request deletion of your data at any time.
Hard Copy Guest Permits
Guest Permit information is securely stored by the Club Membership Secretary.
Stubs for the previous membership year are destroyed after the audited accounts are approved at the Annual General Meeting.
Clubmate
NADPC uses Clubmate to process payments. For those paying through Clubmate, your name, address, email and transaction details are held to fulfil our administrative, compliance and legal obligations. This information is checked for accuracy before any invoice is issued.
We do not share your information or payment details with any third parties.
How we share your personal information
Personal information is not shared outside NADPC and its authorised personnel.
However, we may be legally required to share information with government agencies (such as the police or other statutory authorities) under special circumstances—for example, matters relating to crime, tax or safety. Where possible, we will inform you before sharing such information.
Policies regarding children’s data
· Children under 13 cannot legally consent to the processing of their personal data for online services.
· Children aged 13–15 require parental or guardian consent for data processing.
· Children aged 16+ may give consent independently.
We must take reasonable steps to verify that consent has been given by a person with parental responsibility where required.
Your rights
You have the right to:
· Access the personal information we hold about you
· Request corrections to inaccurate data
· Request deletion of your personal data
· Restrict or object to how your data is processed
· Request an electronic copy of the personal information you provided
Please note: some of these rights are subject to legal limitations.
If you have questions or concerns about how your personal data is handled, please contact the NADPC Club Membership Secretary. If you are unhappy with our response or believe your data is being mishandled, you may contact the Information Commissioner’s Office (ICO):
Wycliffe House, Water Lane, Wilmslow, SK9 5AF