Privacy Policy


Woodfield social & Sports Club (WSSC) is committed to protecting and respecting your online privacy.

WSSC’s ‘Privacy Notice’ describes how the company collects, uses, shares and retains personal information that you provide to us..

This privacy notice is written in accordance with current Data Protection Laws. Please note that if you disagree with anything relayed in this Privacy Notice, you must not use the Sites or provide us with any information that could be deemed personal to you or identifiable as set out below.

1. Data Protection Contact
Please contact any member of the WSSC management committee if you wish for further information.

2. Collection of Personal Information

a) Information provided directly and voluntarily provided to WSSC by you.
• Customers: As a customer of WSSC, you provide us with limited personal information that makes you identifiable as an individual such as your email address, full name and business or home address. We may also request that you provide us with voluntary information, such as your phone number or industry sector. By providing this information to us you consent to us keeping in contact with your organisation to ensure we are providing the most appropriate products and services in line with your business goals.
• Suppliers: As a supplier of services and/or products to WSSC, we are required to collect any appropriate contact details when products or services have been purchased from yourselves. This information includes an email address, full name, business address and telephone number. We are required to keep this information by law to ensure if there are any issues in the future with any of the products or services provided to us, we have a point of contact to resolve these.
• Events & Conferences: WSSC may collect information from you at an event, exhibition or conference in line with the data collection policies laid out in this document and will be used by our team to determine what product or service will be most useful to you.
• Online Enquiries: Any information you provide to us via our website- will not be automatically processed in any way.
b) Automatic Collection of Data: We do not automatically collect data about you when you use any of our Sites or our services
Information that may be collected by cookies when you use the Sites may include, without limitation:
d) Information you share with us or post on our Sites
Any information posted on our Sites is public, however we do not associate any information regarding comments or reviews on the website with an individual but the business as a whole
e) Information Provided to Payment Processors: All payments made to WSSC are processed by a PCI/DSS-compliant (these are payment card industry security standards) payment processing service engaged by WSSC. All information collected by these third-party providers for purposes of processing your payments is not available to us, unless you have otherwise provided this information to us in connection with your use of the Sites or our products and services. Any information you provide to our accounting department is confidential and is associated to the business in which you reside at the time of collection. We will not link your financial information with your usage of any of our Sites.

3. Using, Sharing & Retention of Data
Except as set forth in this Privacy Notice or when specifically agreed to by you, we will not disclose personal information we gather from you to third parties.
a) How We Use your Information
WSSC uses our personal information for the purposes stated at the time of collection; to provide services to you as a customer, for example in order to process your membership. WSSC also uses your information, as permitted by law to keep you updated on WSSC news and events to ensure you are aware of what is happening at your club.
b) How/When We Share your Information
WSSC will only share your information when it is required to, for example if a court order or government request occurs and states that it requires specific information. To the extent permitted by law, if the above occurs, we will disclose your information to government authorities or third parties if: (a) required to do so by law or regulation, or in response to a subpoena or court order or any other enforceable governmental request or order; (b) we believe in our sole discretion that disclosure is reasonably necessary to protect against fraud, to protect the property or other rights of us or other users, third parties or the public at large; or (c) we believe that you have abused the Sites by using them to attack other systems or to gain unauthorized access to any other system, to engage in spamming or otherwise to violate applicable laws. You should be aware that, following disclosure to any third party, your information may be accessible by others to the extent permitted or required by applicable law.
c) Legal Basis for Processing of Personal Information
If you reside within the European Economic Area (EEA), our processing of your personal information will be legitimized as follows:
(i) Whenever we require your consent for the processing of your personal information such processing will be justified pursuant to Article 6(1) lit. (a) of the General Data Protection Regulation (EU) 2016/679 (“GDPR”). This article in the GDPR describes when processing can be done lawfully.
(ii) If the processing of your personal data is necessary for the performance of a contract between you and WSSC or for taking any pre-contractual steps upon your request, such processing will be based on GDPR Article 6(1) lit. (b).”). If this data is not processed, WSSC will not be able to execute the contract with you.
(iii) Where the processing is necessary for us to comply with a legal obligation, we will process your information on basis of GDPR Article 6(1) lit. (c), for example complying in the fields of employment law.
(iv) And where the processing is necessary for the purpose WSSC’s legitimate interests, such processing will be made in accordance with GDPR Article 6(1) lit. (f), for example to detect fraud.
d) Marketing Purposes
WSSC may email you from time to time with relevant information regarding products or services that we believe may be of interest to you. You can opt out from these emails by contacting any member of the management committee.
e) Transferring Data:
We may be required to transfer your data to a third party that is not based within the European Economic Area. In such circumstances, we will contact you prior to doing so to confirm that you are happy for us to transfer such data in a secure and relevant way. Transferring of data in this way is a rarity unless it is for the purpose of law enforcement, or it is to a supplier that may require your assistance.
f) Data Retention:
WSSC will only retain your data for as long as it feels is necessary. Normally up to period of 3 years in order to track membership.

4. Data Subject Rights
As a data subject under the current Data Protection laws that are in place you can ask us to remove your personal data from our databases and anonymise you as an individual. You can also request to view what data we hold on our system about you as an individual. Where technically possible we will respond to these requests as soon as possible. Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
a) Security of Your Information
Your data is kept on a stand-alone pc. There are all relevant security measures put in place to ensure that your data is held safely. These may include certain procedures, physical or technological protection and may include encryption of data or asking you for proof of identity before we disclose your personal information to yourself.
In the event of a data breach, as set out in the General Data Protection Regulation, you will be informed within 72 hours.
The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA“). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
b) Data Storage and Retention
WSSC will only retain information for as long as it deems fit for business purposes. Normally about 3 years.

5. Modification of this Privacy Notice
From time to time, WSSC may need to make alterations to this privacy policy in line with business practices, data collection practices or organisation as a whole. We reserve the right to amend, without any notice to you, at any time and for any reason we deem necessary. It is strongly recommended to check the Site often, referring to the date of the last modification listed at the top. We will in any case not reduce your rights under this Privacy Notice without your explicit and informed consent. If you do not agree to the changes, you should discontinue your use of the Sites, and cease providing personal information to us, prior to the time the modified Privacy Notice takes effect. If you continue using the Sites or provide personal information after the modified Privacy Notice takes effect, you will be bound by the modified Privacy Notice.

6. Questions, Concerns or Complaints
Questions regarding this Privacy Notice should be directed to WSSC MANAGEMENT COMMITTEE in writing.