1. Your rights, your information and how we use it
2. Information we collect and use
As a private company limited by guarantee, all members are stakeholders in the club and consequently, we have a statutory duty under the Companies Act to record the contact details of our members. This information is provided to Companies house but is not accessible to the public.
We are satisfied that the online systems that we use are compliant with GDPR. Information about you that we collect and use includes:
Information about who you are e.g. your name, date of birth, address, phone number and email address
Personal information connected to your membership is recorded on our membership management systems - JOINIT.ORG and on the Cardskipper membership app (or CARDSKIPPER.COM).
Information about your interactions with us e.g. meetings, phone calls, texts emails and letters
Payment details for your annual membership are not held by the Club but by our payments processing provider (currently STRIPE.COM)
Details for your event purchases are held by the Club’s event processing services (WIX.COM or EVENTBRITE.COM) both of which are fully compliant with GDPR. If you register with either of these services, your information is safe although it is outside the control of The Gresham Club.
3. Where we collect your information
We may collect your personal information directly from you, from a variety of sources, including:
an application to join and subsequent updates of your personal information
phone conversations with us
emails and texts you send to us
registering for one of our events
4. How we protect your information
We take information and system security very seriously and we strive to comply with our obligations at all times. Any personal information which is collected, recorded or used in any way, whether on paper, online or any other media, will have appropriate safeguards applied in line with our data protection obligations. Our security controls are aligned to industry standards and good practice; providing a controlled environment that effectively manages risks to the confidentiality, integrity and availability of your information.
5. How long we keep your information
We will keep your personal information only where it is necessary to provide you with our products or services while you are a member. We may also keep your information after this period but only where required to meet our legal or regulatory obligations. The length of time we keep your information for these purposes will vary depending on our legal obligations but is usually 60 days after your membership ceases.
6. Your individual rights
You have several rights in relation to how The Gresham Club uses your information. They are listed below.
Right to be informed
Right of access
You have the right of access to your personal information. If you wish to receive a copy of the personal information we hold on you, you may make a data subject access request.
Right to request that your personal information be rectified
If your personal information is inaccurate or incomplete, you can request that it is corrected.
Right to request erasure
You can ask for your information to be deleted or removed if there is not a compelling reason for us to continue to have it.
Right to restrict processing
You can ask that we block or suppress the processing of your personal information for certain reasons. This means that we are still permitted to keep your information – but only to ensure we don’t use it for future reasons you have restricted.
7. Email messages & subscription
Under the GDPR we use the consent lawful basis for anyone subscribing to our newsletter or marketing mailing list. We only collect certain data about you, as detailed in the "Processing of your personal data" above. Any email marketing messages we send are done so through an EMS, email marketing service provider. An EMS is a third-party service provider of software/applications that allows marketers to send out email marketing campaigns to a list of users.
Other than our regular email messages sent from JOINIT.ORG, messages you receive from our management and booking systems may contain tracking cookies or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of data such as; times, dates, I.P. addresses, geographic and demographic data, opens, clicks and forwards. Such data, within its limitations, will show the activity each subscriber made for that email campaign.
Any email messages that we send or are sent automatically by our online systems are in accordance with the GDPR. We provide you with an easy method to withdraw your consent (unsubscribe) or manage your preferences regarding the information we hold about you at any time (subject to our legal recording obligations). All our marketing messages contain instructions on how to unsubscribe or manage your preferences, you can also unsubscribe from all mailing lists.
8. Internet cookies
9. Questions & Contacts
If you have any questions or concerns about our policy or wish to exercise one of your rights under GDPR, please contact the Club Secretary or the Membership Secretary in the normal way.
The content shared within WhatsApp Groups is created, generated, and controlled by the participants of each group. We are not responsible for the accuracy, legality, or appropriateness of the content shared within these groups. We are not able to exercise full control over the content posted by group participants. As a user of the Service, you are solely responsible for the information you choose to share within WhatsApp Groups. We do not endorse or take responsibility for any content shared within these groups, including but not limited to text, images, videos, or links.
While we take reasonable measures to protect the information you provide, please note that no data transmission over the Internet can be guaranteed to be 100% secure. Therefore, we cannot guarantee the absolute security of any information transmitted or stored using the Service.
11. Changes to This Policy
Approved by the Board of Directors of The City of London Gresham Club on 18th May 2023
See also: Clauses 4 and 19 of our Members Charter