Effective Date: August 2025
Website: https://dronfieldwoodcarvingclub.org.uk/

1. Introduction

Dronfield Wood Carving Club (“we,” “us,” or “our”) is committed to protecting the privacy and personal data of our members, visitors, and website users. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Organisation: Dronfield Wood Carving Club
Meeting Location: Henry Fanshawe School, Green Lane, Dronfield, Derbyshire, S18 2FZ
Meeting Times: Wednesday evenings, 6:30 – 8:30 PM

For data protection enquiries, please contact us through our website contact form.

3. Information We Collect

3.1 Membership Information

• Personal Details: Name, address, telephone number, email address
• Age Verification: Date of birth (to confirm members are 18+ for insurance purposes)
• Emergency Contact: Name and contact details of the emergency contact person
• Membership Details: Join date, membership status, fees paid

3.2 Website Information

• Website Analytics: Anonymous data about website usage, pages visited, time spent on site
• Contact Forms: Name, email address, and any message content you provide
• Cookies: Small data files stored on your device to improve website functionality

3.3 Photography and Media

• Event Photos: Images taken during club meetings, demonstrations, and exhibitions
• Project Documentation: Photos of members’ woodcarving work (with permission)

4. How We Use Your Information

4.1 Membership Management

• Processing membership applications and renewals
• Maintaining accurate membership records
• Collecting membership fees and managing financial records
• Communicating club news, events, and meeting information

4.2 Health and Safety

• Ensuring all members meet our 18+ age requirement for insurance purposes
• Maintaining emergency contact information
• Recording any relevant health and safety information

4.3 Club Activities

• Organising meetings, workshops, and events
• Sharing woodcarving tips, techniques, and project ideas
• Facilitating member-to-member communication and support

4.4 Marketing and Promotion

• Promoting the club and woodcarving hobby to potential new members
• Showcasing member work at exhibitions (with explicit consent)
• Maintaining our website and social media presence

5. Legal Basis for Processing

We process your personal data under the following legal bases:

• Legitimate Interests: Managing club membership, organising meetings and events
• Consent: Photography, promotional materials, and non-essential communications
• Legal Obligation: Maintaining records for insurance, health, and safety requirements

6. Data Sharing and Disclosure

We do not sell, rent, or share your personal information with third parties except:

6.1 Service Providers

• Insurance Providers: Basic membership information to maintain club insurance
• Venue Providers: Contact details for legitimate venue management purposes
• Website Hosting: Technical data required for website operation

6.2 Legal Requirements

• When required by law or to protect the safety and rights of club members
• In response to valid legal requests from authorities

7. Data Security

We implement appropriate security measures to protect your personal information:

• Physical Security: Paper records stored in locked filing cabinets
• Digital Security: Password-protected electronic files and secure website hosting
• Access Control: Limited access to personal data on a need-to-know basis
• Regular Reviews: Periodic review of data security measures and procedures

8. Data Retention

• Active Membership Records: Retained while you are an active member plus 2 years
• Financial Records: Retained for 7 years as required by law
• Correspondence: Retained for 2 years unless an ongoing issue requires longer retention
• Photography: Retained indefinitely with consent, or deleted upon withdrawal of consent

9. Your Rights

Under UK data protection law, you have the following rights:

9.1 Right of Access

Request a copy of the personal data we hold about you

9.2 Right to Rectification

Request correction of inaccurate or incomplete personal data

9.3 Right to Erasure

Request deletion of your personal data in certain circumstances

9.4 Right to Restrict Processing

Request a limitation of processing in certain circumstances

9.5 Right to Data Portability

Request the transfer of your data in a portable format

9.6 Right to Object

Object to processing based on legitimate interests

9.7 Right to Withdraw Consent

Withdraw consent for processing that relies on your consent

To exercise any of these rights, please get in touch with us using the details provided on our website.

10. Photography and Consent

10.1 Event Photography

• Photos may be taken during club meetings and events
• We will seek explicit consent before using pictures for promotional purposes
• You may request removal from group photos or ask not to be photographed

10.2 Work Documentation

• Photos of your woodcarving projects will only be taken and used with your explicit consent
• You retain ownership rights to images of your work
• Consent can be withdrawn at any time

11. Website and Cookies

11.1 Website Analytics

We use anonymous analytics to understand how our website is used and to improve user experience.

11.2 Cookies Policy

Our website uses essential cookies for functionality. No tracking or advertising cookies are used. You can disable cookies in your browser settings.

11.3 Contact Forms

Information submitted through website contact forms is used only to respond to your enquiry and is not shared with third parties.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any significant changes will be communicated to members via email or at club meetings.

13. Complaints

If you have concerns about how we handle your personal data, you can:

1. Contact us directly using our website contact form
2. Make a complaint to the Information Commissioner’s Office (ICO):
   
   • Website: www.ico.org.uk
   • Phone: 0303 123 1113
   • Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

14. Contact Information

For any questions about this Privacy Policy or how we handle your personal data, don’t hesitate to get in touch with us through our website at: https://dronfieldwoodcarvingclub.org.uk/