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Privacy Policy

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Haslemere Sun Club Privacy Policy
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Last Updated: 30 October 2026

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1. Introduction

Haslemere Sun Club ("the Club", "we", "our", "us") is committed to protecting and respecting your privacy.

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

  • Visit our website;

  • Apply for membership;

  • Become a member of the Club;

  • Attend Club events;

  • Contact us; or

  • Interact with us in any other way.

We are committed to processing personal data fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

 

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2. Data Controller

Haslemere Sun Club is an unincorporated members' association operating from:

Sunnyacres
Pond Road
Headley Down
Bordon
Hampshire
GU35 8NN

For the purposes of data protection legislation, Haslemere Sun Club is the Data Controller responsible for your personal information.

For privacy-related enquiries, please contact:

Email: privacy@sunnyacres.co.uk

 

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3. Information We Collect

We may collect and process the following categories of personal information:

Membership Information

  • Name

  • Postal address

  • Email address

  • Telephone number

  • Membership status

  • Membership history

  • Emergency contact details

Visitor Information

  • Visitor registrations

  • Event bookings

  • Guest information provided by members

Financial Information

  • Records of subscriptions

  • Event payments

  • Camping fees

  • Other Club charges

The Club does not store complete payment card details.

Website Information

When you visit our website, we may collect:

  • IP address

  • Browser type and version

  • Device information

  • Pages viewed

  • Time and date of visits

  • Website usage statistics

Communications

We may retain copies of:

  • Emails

  • Membership enquiries

  • Contact form submissions

  • Correspondence relating to Club administration

 

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4. Lawful Basis for Processing

We process personal information under one or more of the following lawful bases:

Contract: 

To administer membership, process applications, collect subscriptions, maintain membership records and provide Club services.

Legitimate Interests

To:

  • Manage the Club effectively;

  • Organise Club activities and events;

  • Maintain safety and security;

  • Protect Club property;

  • Investigate complaints and disciplinary matters;

  • Communicate with members.

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Legal Obligation

Where processing is necessary to comply with legal or regulatory requirements.

Consent

Where consent is required, including for certain marketing communications or where photographs are used with permission.

You may withdraw consent at any time where processing is based solely on consent.

 

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5. How We Use Your Information

We use personal information to:

  • Process membership applications;

  • Maintain membership records;

  • Manage subscriptions and payments;

  • Organise events and activities;

  • Communicate with members and visitors;

  • Provide Club news and updates;

  • Respond to enquiries;

  • Protect the safety and welfare of members and visitors;

  • Investigate complaints or conduct issues;

  • Meet legal and regulatory obligations;

  • Improve our website and services.

 

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6. Sharing Information

We do not sell personal information.

We may share information where necessary with:

Service Providers

Third-party providers that support Club operations, including:

  • Website hosting providers;

  • Email communication services;

  • Payment processors;

  • Data storage providers.

Professional Advisers

Where necessary for legal, accounting or regulatory purposes.

Legal Authorities

Where required by law or where necessary to protect the rights, safety or property of the Club, its members or the public.

All third parties are expected to process personal data securely and only for authorised purposes.

 

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7. International Data Transfers

Some service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that appropriate safeguards are in place in accordance with UK data protection legislation.

 

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8. Data Security

We take reasonable administrative, technical and organisational measures to protect personal information against:

  • Unauthorised access;

  • Alteration;

  • Disclosure;

  • Loss;

  • Destruction.

While we strive to protect personal information, no internet-based system can be guaranteed to be completely secure.

 

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9. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected.

As a general guide:

  • Membership records may be retained for up to seven years after membership ceases.

  • Financial records may be retained for up to seven years to meet accounting and legal requirements.

  • Enquiry records may be retained for up to two years.

  • Information relating to complaints, safeguarding or disciplinary matters may be retained for longer where necessary.

After the retention period expires, information will be securely deleted or anonymised.

 

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10. Photography

Photography at the Club is governed by Club Rules.

Photographs may only be taken, retained, published or distributed where appropriate consent has been obtained.

Members and visitors should be aware that separate consent may be requested before photographs are used for promotional purposes.

 

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11. Your Rights

Under UK GDPR, you have the right to:

  • Request access to your personal data;

  • Request correction of inaccurate information;

  • Request deletion of personal data in certain circumstances;

  • Request restriction of processing;

  • Object to processing based on legitimate interests;

  • Request transfer of your data where applicable;

  • Withdraw consent where processing relies on consent.

To exercise any of these rights, please contact the Club Secretary.

 

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12. Cookies

Our website may use cookies and similar technologies to improve functionality and understand website usage.

You may control cookie preferences through your browser settings.

Where legally required, cookie consent mechanisms will be provided.

 

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13. Complaints

If you have concerns regarding how your personal information is handled, please contact us first so that we can attempt to resolve the matter.

You also have the right to complain to the Information Commissioner's Office (ICO):

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

 

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14. Changes to this Policy

We may update this Privacy Policy from time to time.

The latest version will always be available on our website and the revision date will be updated accordingly.​

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Contact Us

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If you have any questions about this Privacy Policy, please contact us at: privacy@sunnyacres.co.uk

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