Privacy Policy

The Henley Society Privacy Policy

This Privacy Policy is effective from 1 August 2023. It explains what personal information we collect, how we use it and how we protect any information that you give us.

Our contact details

Name: The Henley Society

Address: 1 Lime Court Henley-on-Thames RG9 1BN

Phone Number: 07860 145982

E-mail: chairman@thehenleysociety.org

The type of personal information we collect

We currently collect and process the following information:

Your name, address, email address, contact telephone number(s) and contact preferences
Your bank details and whether you pay income tax

How we collect your personal information and why we have it

Most of the personal information we process is provided to us directly by you via the Henley Society paper Application Form, from the Membership page or ‘Contact Us’ link on our website, or by correspondence (either written or email) from you for one of the following reasons:

To add your membership details to our database
To contact you for the purposes of providing you with details of the Henley Society activities/events etc.,
To claim Gift Aid on subscriptions
To contact you about renewing your membership
To conduct questionnaires or surveys
To seek your opinion on specific matters pertaining to the interests of the Henley Society

From time to time we may require further information necessary for an event, such as dietary or drink preferences.

We may also receive personal information indirectly, from the following sources in the following scenarios:

Photographs taken of you at Henley Society events to which you have agreed.

We will share your personal information with The Chairman, Secretary, Treasurer and Membership Secretary and, occasionally, when necessary, with other Committee Members.

We will never share your information with a third party unless we have contacted you previously and have your authority to do so, or we are required to do so by law.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing your information are:

Your consent. You are able to remove your consent at any time. You can do his by contacting The Chairman
We need it to perform Henley Society tasks.
We have a legitimate interest.

We endeavour to keep your information accurate and up to date. If you become aware of errors or inaccuracies, please let us know.

How we store your personal information

Your information is securely stored on an electronic database and your Application Form is held securely by approved members of the executive Committee.

We will store your personal information for as long as is reasonably necessary for the purposes for which it was collected. Once you are no longer a member of the Henley Society we will dispose of your information by deleting your details from our database and destroying your Application Form.

Cookie Policy

If you visit our website you will be asked permission for a small file (a cookie) to be placed on your mobile phone or your computer’s hard drive. Once you have agreed, the file is added and the cookie allows web applications to respond to you as an individual by tailoring its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. Most major websites use cookies.

The cookie collects web traffic information from visits to our website so that we can analyse the number of visitors to the site and assess how effective the site is; thus allowing us to improve it if necessary. The information collected is done so in an anonymous format.

The cookie used by the website does not collect any personally identifiable information about you neither does it pass on the information collected to a third party except where required by law.

If you do not wish to receive cookies, you can refuse permission when the request pops up; you will always be given a choice.

For further information on cookies please visit www.aboutcookies.org

Links to other sites

Our website provides links to other useful and interesting websites. Once you visit one of these sites and have left the Henley Society site, we do not have control over their site and cannot be responsible for the privacy of any information that you may provide. These other sites are not covered by our Privacy Policy.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at chairman@thehenleysociety.org if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at chairman@thehenleysociety.org

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk