Privacy Policy 

Portsoy 75 Club is committed to protecting any personal information you share with us and will always ensure you are happy with the way we handle it. 

Personal information is stored securely by the Club Secretary, and as applicable is shared and stored by other members of the Club in order to enable activities to support the Club’s aims and activities.  Information we hold may relate to members, volunteers, donors, funders, sponsors, suppliers and any others who engage with the Club as part of its activities. 

Portsoy 75 Club only collects personal information that you have provided directly to us or have made publicly available (for example on social media, blogs, websites, etc.). 

 

Personal information we collect 

When you engage with Portsoy 75 Club, whether it is by becoming a member, making a 

donation, volunteering, or supplying services or goods to us, we will usually collect: 

• Your name and title 

• Your contact details (phone number, address, email address) 

• Your date of birth (where appropriate) 

• Donation history (including gift amount, purpose, date and how you donated) 

• Gift aid declaration (including your tax status) 

• Your communication preferences 

 

We do not store any debit/credit card details. 

Where appropriate, we may also record the following: 

• Information relating to health issues we need to be aware of when you take part in one of our events (including an emergency contact) 

• Dietary requirements when attending our events 

• Your photo only if it was taken with your consent during an event 

 

How we use your personal information 

Portsoy 75 Club will use personal information for the following: 

• Fulfilling membership requests 

• Contacting you to share information on activities and updates related to the Club 

• Registering you for our events 

• Processing donations or other payments, and verifying financial transactions 

• Where you have given us your express consent, we will use photos and videos in which you appear on our social media sites and promotional efforts 

Portsoy 75 Club will never sell or share your personal information with third party organisations for marketing purposes. We will always be clear about how your information will be used and what will happen to it. 

 

Sharing your personal information 

Portsoy 75 Club will only share your information if: 

• We are legally required to do so, e.g. by a law enforcement agency legitimately exercising a power or if compelled by an order of the Court 

• We believe it is necessary in order to protect or defend our rights, property or the personal safety of our members and attendees at our events or online 

 

How we store your personal information 

The information we collect is stored by us on computers located in the UK. We may transfer the information to others within Portsoy 75 Club for legitimate purposes. We also store paper files. 

Portsoy 75 Club places a great importance on the security of all personally identifiable information associated with our members, supporters, volunteers, donors, sponsors and suppliers. We have security measures in place to attempt to protect against the loss, misuse and alteration of personal information under our control. While we cannot ensure or guarantee that loss, misuse or alteration of information will not occur while it is under our control, we use our best efforts to try to prevent this. 

Unfortunately, the transmission of information across the internet is not completely secure and whilst we do our best to try to protect the security of your information, we cannot ensure or guarantee that loss, misuse or alteration of information will not occur whilst information is being transferred. 

We will keep your personal information only for as long as we need it to provide you with the information you have requested. We do not communicate with people who have asked us not to. When we no longer need the information, we will always dispose of it securely. 

 

What we do not do with your personal information 

Portsoy 75 Club will never sell or share your personal information with other organisations to use for their own purposes. 

 

Social media 

Portsoy 75 Club has a presence on social media platforms such as Facebook. Although this privacy statement covers how Portsoy 75 Club will use your personal information from those pages, it does not cover or govern how social media platforms will use it. Please ensure you read their respective privacy policies before sharing any information and make sure you familiarise yourself and use their privacy settings and reporting mechanisms to control how your personal information is used. 

 

Your rights 

Access to your information – You have the right to request a copy of the personal information about you that we hold. 

Correcting your information – We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards. 

Deletion of your information – You have the right to ask us to delete personal information about you where: 

• You consider that we no longer require the information for the purposes for which it was obtained. 

• We are using that information with your consent and you wish to withdraw your consent  

• You have validly objected to our use of your personal information 

• Our use of your personal information is contrary to law or our other legal obligations. 

 

Restricting, objecting or withdrawing consent regarding your information 

You have the right at any time to require us to restrict or stop using your personal information for the purpose(s) for which consent was given.  Please make this request to the Club Secretary who will action the request.  

 

Changes to our privacy statement 

We keep this privacy statement under regular review and will circulate any revisions. 

 

Contact information and further advice 

For further information or advice, please contact: secretary@portsoy75club.org  

 

Complaints 

We seek to resolve directly all complaints about how we handle personal information, but you also have the right to lodge a complaint with the Information Commissioner’s Office: 

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF 

Telephone – 0303 123 1113 (local rate) or 01625 545 745 

Website – https://ico.org.uk/concerns 

 

 

Last reviewed: 21 January 2025