Effective Date: April 05, 2025
At St Ives Fish Preservation and Angling Society (“the Club”), we are committed to protecting the privacy of our members. This Privacy Policy explains how we collect, use, share, and store your personal information. We process your data based on our legitimate interests in running the Club and fulfilling our membership agreement with you, in accordance with the UK GDPR and Data Protection Act 2018.
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The latest version will be available on our website or upon request.
1. Information We Collect
We collect the following personal information from our members:
Full name
Address
Email address
Phone number
Date of birth (to determine ticket age brackets)
Payment details (processed securely through Clubmate)
For junior members (under 18): We collect the same information, but with parental or guardian consent, as required for children’s data under UK GDPR.
2. How We Use Your Information
We use your personal information for the following purposes:
Managing your membership with the Club
Sending newsletters and updates
Organizing Club events, matches, and coaching days (matches are coordinated via social media, and coaching days may involve the Angling Trust)
Club administration and bailiff duties (e.g., checking tickets and fishing licences)
Occasionally publishing fish captures on social media (with your permission)
With your consent (or parental consent for juniors under 18), we may use your name, photos, or other details to promote the Club or fishing, including on social media or in traditional media such as newspapers.
We will only use your data for Club-related purposes and will not sell it or share it unnecessarily.
3. How We Store and Protect Your Information
All personal information is stored securely in Clubmate, our membership management platform. We take reasonable steps to keep your data safe and secure within this system. Names of attendees at Annual General Meetings (AGMs) and Extraordinary General Meetings (EGMs) are recorded in meeting minutes, which are kept indefinitely as a historical record of the Club.
4. Sharing Your Information
We may share your personal information in the following limited circumstances:
With Clubmate: To manage your membership and process payments.
With the Angling Trust: To organize coaching events, particularly for junior members who frequently attend, we may share necessary details (e.g., name, age) with the Angling Trust, with parental consent for juniors under 18.
We will not share your information with any other third parties unless required by law. When organizing matches via social media, we use platforms like Facebook, and any data shared there is subject to their privacy policies.
5. How Long We Keep Your Information
We keep all personal information stored in Clubmate (including membership details and payment records) for 1 year after you leave the Club. After this period, your data will be securely deleted from Clubmate. However, names recorded in AGM and EGM meeting minutes are retained indefinitely as part of the Club’s historical records.
6. Website and Cookies
Our website may use cookies to improve your experience. Cookies are small files stored on your device. We may use:
Essential cookies: To make the site work (e.g., for navigation).
Non-essential cookies: For analytics or functionality (e.g., tracking site usage), if enabled.
You can manage cookie preferences through your browser or our website’s cookie settings (if available). For more details, please see our cookie notice on the website.
7. Your Rights
You have the right to:
Access the personal information we hold about you
Request updates or corrections to your information
Ask us to delete your information (subject to our retention period, noting that names in AGM/EGM minutes will remain as part of historical records)
For junior members (under 18): Parents or guardians may exercise these rights on behalf of their child. To exercise these rights, please contact us through our Facebook group or via email at info@stivesanglingsociety.co.uk.
8. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, you can reach us through our Facebook group or by emailing info@stivesanglingsociety.co.uk.