Effective Date: 8 September 2025

At Thame Rotary Club (“we”, “our”, “us”), your privacy matters to us. We’re committed to protecting your personal information and being open about how we use it. This policy explains what data we collect, how we use it, and the steps we take to keep it safe when you interact with us through our website, membership, events, or fundraising activities.

We are the data controller for the purposes of UK data protection law.

1. What information we collect

Depending on how you engage with us, we may collect:

• Membership details: name, address, phone number, email, emergency contacts.
• Event details: registrations, dietary or access requirements, attendance records.
• Donations: contact details and donation amounts (via secure third-party payment providers).
• Website use: IP address, cookies, and form submissions.
• Images: photos or videos taken at our events (with your consent).

2. How we use your information

We only use your personal data where the law allows. Typical uses include:

• Membership administration – to keep the club running smoothly.
• Communications – sending newsletters, project updates, and event details (with your consent, where required).
• Fundraising and donations – processing and acknowledging support.
• Event management – so we can plan and deliver events properly.
• Legal compliance – such as reporting to HMRC where required.

We will never sell your personal data to anyone.

3. Sharing your information

We may share your data with:

• Rotary International, Rotary GB&I, and our Rotary District (for membership purposes).
• Thame Rotary Club members.
• Trusted service providers (e.g. website hosting, event platforms, payment processors).
• Legal authorities, if we are legally required to do so.

We do not knowingly collect or store any personal data about under-18s.

4. Cookies

Cookies are small text files stored on your device that help websites work better for you.

How we use cookies

• To recognise whether you’re logged in and keep you signed in between visits.
• To collect anonymous statistics (via Google Analytics) about how people use our site so we can improve it.

Controlling cookies

You can manage or block cookies in your browser settings. Please note: switching off cookies may affect how parts of our website function (for example, access to the members’ area).

Find out more at: www.allaboutcookies.org

5. How long we keep your data

We only keep your data as long as necessary:

• Membership details: while you’re an active member (and for honorary contact afterwards).
• Event registrations: up to 2 years after the event.
• Donation records: at least 6 years (to meet HMRC requirements).
• Photos/videos: until you withdraw your consent.

6. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you.
• Correct any inaccurate information.
• Ask us to delete your data.
• Restrict or object to how we process your data.
• Withdraw your consent at any time (e.g. for newsletters or photos).
• Request a copy of your data in a portable format (in some cases).

To exercise these rights, please contact us (see below).

7. Security

We take steps to protect your personal information, including password-protected systems, secure storage, and limiting access to authorised members only.

Our website runs on WordPress, a widely used and actively maintained platform, and we keep it up to date with the latest security updates.

8. Contact us

If you have any questions or concerns about this policy, please get in touch:

Data Protection Contact
Thame Rotary Club
Email: enquiries@thame-rotary.org

If you’re not satisfied with our response, you have the right to contact the Information Commissioner’s Office (ICO): www.ico.org.uk

9. Changes to this policy

We may update this policy from time to time. Any changes will be posted on this page with a new effective date.