Privacy notice, disclaimers, copyright

The Peverel Wine Club (“the Wine Club”) is a data controller because we are responsible for using information about Wine Club members and visitors to our website.

We do not use personal information on a large scale, so we don’t have a Data Protection Officer, but if you have any queries or concerns about this privacy notice or how we are using your information, please contact us: peverelwineclub@hotmail.co.uk, 01245 355723.

Why we process your information

The aims of the Wine Club are to:

• Host meetings for members and guests to socialize and have fun

• Provide wine knowledge

• Identify good value wines

• Encourage tasting of new wines

The Wine Club acts fairly and lawfully (in GDPR speak, we have a “legitimate interest”) to use your information to try and achieve these aims.

For members only, where we use information about you in the form of photographs and videos on our website, on our Facebook page and in the Vine Cuttings newsletter, we rely on your consent to do this.

What information do we collect and why?

For everyone:

• Information you include within any enquiry you send to us (because you sent it to us, and so that we can answer your enquiry).

• Our website uses cookies. A cookie is a small file which asks permission to be placed on your computer’s hard drive. Cookies help to analyse web traffic as well as enable the web server to identify and track the web browser. We use session cookies on the website to keep track of you whilst you are visiting our website. Session cookies will be deleted from your computer when you close your browser. As part of maintaining and improving the quality of the website, we use Google Analytics as a way of generating statistical information relating to our website. This is then used to create reports on the use of the website with Google storing this information. Google’s privacy policy can be found here.

For members:

• Name (so that we know what to call you).

• Email address (so that Wine Club members can email each other about Wine Club activities).

• Mailing address (so that we can deliver items to you if necessary or so that other Wine Club members can collect items from you if this is agreed).

• Phone number (so that you can be contacted about Wine Club activities, delivery and collection of items).

• Food allergies/intolerances/preferences (so that we can try to cater for these in Wine Club meetings with food provision).

• Information about payments you have made to the Wine Club, for example membership and meeting attendance (so that we can keep track of who has paid for what).

• Information required to make payments including reimbursement of expenses (so that if you incur expenses on behalf of the Wine Club, we can reimburse you).

• Photographs and videos that include you (so that we can promote Wine Club activities on our website, on our Facebook page and in the Vine Cuttings newsletter) – we will only use these with your consent, and you can be a member of the Wine Club without agreeing for us to use photographs or videos of you.

• Your preferences on the use of photographs and videos that include you (so that we only use your image in a way that you agree to).

We will get this information directly from you in the details that we request from you each year when you join or re-join the Wine Club as a member. You can ask us to update the information we hold about you at any time by contacting us using the details given above. There is no legal or contractual obligation to provide this information to us, but we can provide you with a better membership experience if you do. If you do not wish to provide us with this information, then we will do our best to accommodate your membership, but we reserve the right to terminate your membership and/or decline a renewal request if it becomes impossible or impractical to manage your membership in line with how you want us to use your personal information.

We do not process any “special category” (sensitive) information about you.

Sharing your personal information

We will not share your personal information with anyone else as part of the normal activities of the Wine Club. There may be exceptional circumstances where we would share your information, for example to aid law enforcement or medical treatment.

How long will we keep your information?

For members, we will keep your information for as long as you continue to re-join the Wine Club as a member each year. For lapsed members, we will keep the information that we had about you for one year before we erase it, unless you tell us to erase it sooner.

Your rights

You have the right to:

• Be informed about how we use your personal information (that is what we have tried to do in this privacy notice)

• Ask to access or get a copy of the personal information we hold about you

• Ask us to change or update your personal information if you believe our records to be inaccurate or incomplete

• Ask us to erase your personal information

• Ask us to restrict the processing of your personal information

• Object to the processing of your personal information

If you wish to exercise any of these rights, you can contact us using the details given above. Exercising some of these rights, for example erasure, restriction and objection, may affect the membership experience we can offer you, and we reserve the right to terminate your membership and/or decline a renewal request if it becomes impossible or impractical to manage your membership in line with how you want us to use your personal information.

You also have the right to complain to the Data Protection Regulator: Information Commissioner’s Office, Wycliffe House, Wilmslow, SK9 5AF (www.ico.org.uk/global/contact-us/email).

Automated decision-making

We do not use your personal information for any automated decision-making.

Where your personal information will be held

We will not transfer your personal information outside of the UK, so it will always be covered by the data protection laws that apply in the UK.

Accuracy of information

• We try our best to make sure that the information provided on our website is up-to-date and accurate, but we cannot guarantee that we will always get things right. The Wine Club cannot accept liability for any loss or damage caused by reliance on the information provided on our website.

• Our website is designed to provide general information only.

• There is no guarantee that links to external sites from our website lead to the most up-to-date information on that site.

Links from our website to external websites

• Links are provided for information and convenience only.

• A link does not imply an endorsement of a site and not linking to a particular site does not imply lack of endorsement of that site.

• We are not responsible for the contents of any pages referenced by an external link.

If you have any queries about our website or its contents, please contact Stephen Roberts (sjroberts428@gmail.com) or Henryk Podlesny (hlpodles@talktalk.net).

The logo used on our website has been sourced from https://freesvg.org/wine-bottle-and-glass-icon on a public domain licence. We gratefully acknowledge Free SVG for making this available.

Stock images used on our website, including but not necessarily limited to: banner, home page (images used for the “next meeting”, “programme”, “membership and pricing”, “Vine Cuttings”, “gallery”, “committee” links), and the “next meeting” page have been sourced from Google Images directly from working within Google Sites. As far as we can tell, these images are held on Google’s www.gstatic.com servers and to the best of our knowledge Google is the copyright holder, who we gratefully acknowledge. If this is incorrect, please contact us and we will gladly correct the attribution or remove the image. These images are used for illustrative purposes only.

Photographs and videos of Wine Club meetings and members used on our website (including but not necessarily limited to: the “gallery” and “committee” pages), on our Facebook page and contained within the “Vine Cuttings” documents are copyright of the Wine Club members who captured the original content. The people featured in those photographs have given permission for their image to be used only in connection with Wine Club activities as part of their membership preferences and this permission is not transferrable. No photographs or videos of Wine Club activities and members can be re-used or re-purposed without express written permission.