Last updated: November 2025
Barns Green & Itchingfield Sports and Social Club (“the Club”, “we”, “our”, “us”) is committed to protecting your personal data and respecting your privacy. This notice explains what personal data we collect, how we use it, and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
If anything in this notice is unclear, we are always happy to explain further.
1. Who we are
Barns Green & Itchingfield Sports and Social Club
Muntham Drive, Barns Green, Horsham, RH13 0PT.
We are the data controller for the purposes of UK GDPR. This means we determine what personal data we collect and how we use it.
Our contact details can be found at the end of this notice.
2. What is Personal Data?
“Personal Data” means any information that relates to an identifiable person. This could include your name, contact details, membership information, or any other information that could identify you on its own or when combined with other data we hold.
3. How we process your Personal Data
We comply with our obligations under UK GDPR by:
- Keeping your data accurate and up to date
- Storing and deleting it securely
- Not collecting or retaining more data than necessary
- Protecting it against loss, misuse, or unauthorised access
- Ensuring appropriate technical and organisational safeguards are in place
4. How we use your Personal Data
We use your information for the following purposes:
- Membership management – to administer your membership, process payments, and maintain accurate records.
- Communications – to inform you about club news, events, activities, notices, and services we believe may interest you.
- Operational purposes – to share your contact details with authorised committee members, volunteers, or service providers to support club operations and activities.
5. Legal basis for processing
We process your data under one or more of the following lawful bases:
Consent
You have given clear consent for us to contact you or hold certain information (such as medical details where relevant). You may withdraw your consent at any time.
Contract
Processing is necessary to manage your membership and provide the services your membership entitles you to.
Legitimate Interests
We may process data where it is necessary for the general running of the Club, provided this does not override your rights and freedoms.
6. Sharing your Personal Data
Your data is treated as confidential and will only be shared with:
- Service providers who help us manage membership, communications or club systems
- Authorised committee members, staff, or volunteers who need access to fulfil Club duties
Some of our third-party providers may operate outside the UK/EEA. Where this is the case, we ensure that appropriate safeguards (such as international data transfer agreements) are in place to protect your information.
We do not sell your personal data.
7. How long we keep your data
We retain your personal data for as long as you remain a member.
When your membership ends, we keep your details for up to one month, unless we are required to keep data longer for legal or administrative reasons. This short retention period allows us to reinstate lapsed memberships at the end of the membership year.
8. Your rights
Under UK GDPR, you have the following rights:
- Right of access – to request a copy of the data we hold about you
- Right to rectification – to correct inaccurate or outdated data
- Right to erasure – to request deletion of your data when it is no longer required
- Right to withdraw consent at any time
- Right to data portability – to receive your data in a usable format or request it be sent to another controller
- Right to restrict processing in certain circumstances
- Right to object to certain types of processing
- Right to lodge a complaint with the Information Commissioner’s Office (ICO)
9. Further processing
If we need to use your Personal Data for a purpose not covered by this notice, we will provide a new privacy notice before doing so. Where necessary, we will seek your consent before any new processing begins.
10. Contact details
If you have questions, concerns, or wish to exercise any of your rights, please contact:
Barns Green & Itchingfield Sports and Social Club
✉️ [email protected]
📞 01403 730473
📍 Muntham Drive, Barns Green, Horsham, RH13 0PT
If you are not satisfied with our response, you can contact the Information Commissioner’s Office:
ICO Helpline: 0303 123 1113
Website: https://ico.org.uk/global/contact-us/
Address: Information Commissioner’s Office,
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.