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The Kettle Club Privacy Policy

The Kettle Club is committed to respecting and protecting the privacy of its members and to complying with data protection and privacy laws.

The Club has provided this Privacy Policy Statement to help its members understand how the Club collects, uses, stores and protects its member’s information. We want to make sure our members can make informed decisions about their membership and learn how the Club may use personal information.

Our legal basis for using a member’s personal information

The Kettle Club (as in the Representatives duly appointed by ‘the membership’ to act on behalf of ‘the membership’), will only process personal information where they have a legal basis to do so. The legal basis will depend on the reason or reasons the Club has collected and needs to use, this information. Under EU and UK data protection laws, in almost all cases the legal basis will be:

  • Because the Club needs to use the information so we can process and administer individual membership

  • Because it is in the Club’s legitimate interests as a ‘club’ to provide a service to our membership.

  • Because the member has given consent to the Club, to use held information for a particular purpose.

What types of personal information do we collect?

We endeavour to collect and use personal information only with a member’s knowledge and consent. We collect information when an individual first applies to be a member or communicate with us, thereafter. This information and the details provided by the member is necessary for us to fulfil our obligations as a club to said member. Without it we may not be able to provide the member with the services that they require as a member.

We collect the following categories of personal information:

  • Information provided to us to complete and manage an individual’s membership. For example; name, address, email, contact details, vehicle details and preferred method of payment for membership renewal. We do not hold or record any personal financial information.

  • Information in regard to a member who has opted to be included on the Reginal Contacts List i.e their country, region/city or town, postcode, full name and telephone number.

  • Information held on the Forum (member’s Profile) is under the control of the individual member and is accessed, altered or amended by that member via a personal password that is not known to the Club.

What do we use a member’s personal information for?


  • To fulfil and manage membership and deliver any other service that has been asked for.

  • To send information in connection with membership i.e. renewal

  • To send information regarding Club business and activities i.e. events.

  • For general management and administrative purposes.

When will we share a member’s information with others?

If a member has consented to be part of the Regional Contact List scheme, then their details are automatically visible to any other members that access the contact list from within the Members Area of the Club website. Access to the Member’s Area of the club website is a ‘Members Only’ facility, which is granted once an individual has been registered as a member.

Other than the above; the club will not disclose information about a member to any other member or third parties, without first having a member’s direct consent.

How we use cookies

A cookie is a small file which asks for permission to be placed on the computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then data is removed from the system.


Overall, cookies help us to provide you with a better website, by enabling us to monitor which pages you find useful and those you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but can usually modify your browser setting to decline cookies if you prefer. This might prevent you from taking full advantage of the website.

From time to time this web site and our Forum, might include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of linked sites.

Links to other websites

Our website and Forum may contain links to other sites. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Member’s rights regarding their personal information

Right to Access & Transfer Data

The member has the right to request a copy of any personal information that we hold about them or to have it transferred to a third party. We may ask the member to supply appropriate evidence to verify their identity before responding to their request.

If the member is registered on the Club website and/or the Forum, they can log in to their account at any time to view any personal information stored there.

Right to Update & Amend

If any of the personal information we hold on a member is inaccurate, they have the right to have that information corrected or completed where it is incomplete.

Right to Complain

If a member feels at any point that we have mishandled their data or infringed upon their rights set out under data protection laws, they can let us know by getting in touch with the Membership Secretary or Club Chairman, or lodge a complaint with the supervisory authority responsible for data protection in the country you live in or the place of the alleged infringement.

Right to be Forgotten

A member can request to have their personal information erased when it is no longer required or we are not legally required to retain that information. Where personal information is no longer required, any request to have the information erased will be carried out without undue delay.

Right to Withdraw Consent

A member can withdraw or restrict their consent for us to manage or process their personal information completely or partially, where it is no longer required.

How to Access, Amend or Transfer your Information

A member can contact us at any time to obtain, amend or request a transfer of any personal information we may hold about them.

We will take all reasonable steps to confirm the member’s identity before providing them with details of any personal information we may hold about them.

Your Personal Information and Countries outside the EU

Our entire member’s data is stored on a password protected database managed by the Membership Secretary. We protect our member’s privacy and rights through the use of the European Commission’s standard data protection clauses.

Retaining and anonymising personal data

We keep member’s personal information, for 7 years from the date of membership expiry. After this time has passed we anonymise all data so that it is no longer personally identifiable.

Information Security

The Kettle Club recognises that its members are increasingly concerned about how organisations protect personal information from misuse and abuse and about privacy in general. The Kettle Club is constantly reviewing and enhancing its technical, physical and managerial procedures and rules to protect its member’s personal data from unauthorised access, accidental loss and/or destruction.

Changes to this Policy

We may occasionally make changes to this page and our Privacy Policy to reflect changes in how we are processing your data.

If there are any significant changes, we make these clear either through the website or through another means of contact such as email.

Privacy Support

The Kettle Club reserves the right to amend or modify this Privacy Policy Statement at any time and in response to changes in applicable data protection and privacy legislation.

If you have any enquiry about the Kettle Club’s data protection and privacy policy or practices, please contact the Club Membership Secretary.

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