Privacy Policy

Last updated: April 2025

1. Who We Are

Bentinck Miners’ Welfare Social Club Limited (referred to in this policy as “we”, “us” or “our”) is the data controller responsible for your personal information.

Registered address:

Bentinck Miners’ Welfare Social Club Limited

20 Sutton Road, Kirkby-in-Ashfield, Nottinghamshire, NG17 8GS

Company registration number: 03877634

ICO registration reference: ZA333048

Website: www.thebentinck.co.uk

Tel: 01623 752284

If you have any questions about how we use your personal data, or wish to exercise your rights, please contact us at the address above or via our website contact form.

2. What Information We Collect

We may collect and process the following categories of personal information:

Information you provide directly

Name and contact details (including email address and phone number) when you submit an enquiry through our website contact form
Email address when you subscribe to our newsletter
Membership application details (including name, date of birth, address, and relevant membership information) when you apply to become a member via our TouchOffice system
Any other information you choose to share with us when you communicate with us

Information collected automatically

Internet Protocol (IP) address and browser/device information when you visit our website
Information about how you navigate and interact with our website, including pages visited and time spent on site
Cookie data (see Section 7 below)

Information from third-party services

If you purchase event tickets via our ticketing partners, they will process your payment and booking details under their own privacy policy. We may receive your name and contact details from them in connection with your ticket booking.
We do not collect or store payment card details. All payments are handled securely by our third-party payment provider.

3. How We Collect Your Information

We collect your personal information in the following ways:

Directly from you when you complete our website contact form or newsletter sign-up
Directly from you when you complete a membership application via TouchOffice
Automatically via cookies and website analytics tools when you visit our website
From our ticketing partnerswhen you book tickets to our events through their platform

4. Why We Use Your Information and Our Legal Basis

Under the UK General Data Protection Regulation (UK GDPR), we must have a lawful basis for processing your personal data. The table below sets out the purposes for which we use your information and the relevant legal basis.

PURPOSE - LAWFUL BASIS (UK GDPR)

Responding to your enquiry - Performance of a contract or legitimate interests

Sending our newsletter to subscribers - Consent. You have the right to unsubscribe at any time

Processing membership applications - Performance of a contract and legitimate interests

Sending membership-related communications - Performance of a contract

Improving and maintaining our website - Legitimate interests

Complying with legal obligations - Legal obligation

Processing event ticket bookings (via our ticketing partners) - Performance of a contract (handled by our ticketing partners)

Where we rely on consent as our legal basis (for example, for newsletter subscriptions), you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before your withdrawal.

5. How We Store and Protect Your Information

Our website is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to operate our website and collect enquiries and newsletter sign-ups. Your data submitted via our website may be stored through Wix.com’s data storage and databases, which are held on secure servers behind a firewall.

Membership data is processed and stored via TouchOffice, a dedicated club management system. TouchOffice maintains appropriate technical and organisational security measures for the data it processes.

We retain your personal data only for as long as is necessary for the purposes described in this policy, or as required by applicable law:

Enquiry data: retained for up to 2 years from the date of your last contact with us
Newsletter subscriber data: retained for as long as you remain subscribed, and deleted within 30 days of unsubscribing
Membership data: retained for the duration of your membership and for a reasonable period thereafter in accordance with legal and regulatory obligations

We take appropriate steps to protect your personal data from unauthorised access, loss, or misuse. However, no internet transmission is completely secure, and we cannot guarantee the security of information transmitted to or from our website.

6. Who We Share Your Information With

We do not sell your personal data. We may share your information with the following third parties where necessary:

Wix.com – our website hosting and email marketing platform. Wix.com acts as a data processor on our behalf and processes data in accordance with their own privacy and security policies.
TouchOffice – our membership management system, which processes membership application data on our behalf.
Skiddle – our third-party ticketing provider. When you book tickets via Skiddle, your data is processed under Skiddle’s own privacy policy. Skiddle may share booking details with us for the purposes of event management.
Payment providers – we use a third-party payment provider for any direct transactions. This provider processes payments securely and we do not receive or store your payment card details.
Legal authorities – we may disclose your information to law enforcement or regulatory bodies if required to do so by law.

We require all third parties to respect the security of your personal data and to treat it in accordance with applicable data protection law.

7. Cookies and Tracking Technologies

What are cookies?

Cookies are small text files placed on your device when you visit a website. They help the website function correctly, remember your preferences, and provide information about how the site is being used.

Cookies we use

Our website is built on Wix and uses cookies for the following purposes:

Essential cookies: These are necessary for the website to function and cannot be switched off. They are typically set in response to actions you take, such as setting your privacy preferences or filling in forms.
Analytics cookies: These help us understand how visitors interact with our website by collecting information anonymously. This allows us to improve how our website works.
Functional cookies: These enable enhanced functionality and personalisation, such as remembering your preferences.
Marketing/targeting cookies: These may be set through our website by Wix or third-party services. They may be used to build a profile of your interests and show relevant content.

Your cookie choices

In accordance with the Privacy and Electronic Communications Regulations (PECR), we will ask for your consent before placing any non-essential cookies on your device. You can manage or withdraw your cookie consent at any time using the cookie preference tool on our website.

You can also manage cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website. For more information on managing cookies, visit www.allaboutcookies.org.

Wix and third-party services used through Wix (such as analytics tools) may place their own cookies. These are governed by those services’ own cookie and privacy policies.

8. Email Marketing and Electronic Communications

We may send you electronic marketing communications (including our newsletter and event updates) by email where you have given us your consent to do so.

In accordance with the Privacy and Electronic Communications Regulations 2003 (PECR), we will only send you marketing emails if you have opted in to receive them. Each marketing email we send will include a clear and easy way to unsubscribe. You can also unsubscribe at any time by:

Clicking the unsubscribe link in any of our emails
Contacting us directly at the address or phone number shown in Section 1

Transactional emails (such as responses to your enquiries or membership-related correspondence) are not subject to this opt-in requirement but will only be sent where there is a legitimate reason to contact you.

9. Your Rights Under UK GDPR

Under UK data protection law, you have the following rights in relation to your personal data:

Right of access: You can request a copy of the personal data we hold about you.
Right to rectification: You can ask us to correct any inaccurate or incomplete data.
Right to erasure: You can ask us to delete your personal data where there is no compelling reason for us to continue processing it.
Right to restriction: You can ask us to restrict how we use your data in certain circumstances.
Right to data portability: You can ask us to provide your data in a structured, commonly used format so you can transfer it to another organisation.
Right to object: You can object to processing based on our legitimate interests or for direct marketing purposes.
Right to withdraw consent: Where we rely on consent, you can withdraw it at any time.
Rights related to automated decision-making: We do not currently make any automated decisions about you.

To exercise any of these rights, please contact us using the details in Section 1. We will respond to your request within one month. We may need to verify your identity before processing your request.

If you are unhappy with how we have handled your personal data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator:

ICO helpline: 0303 123 1113

Website: www.ico.org.uk

10. Third-Party Links and Services

Our website contains links to third-party websites including Facebook and our ticketing partners. This privacy policy applies only to our website. When you follow a link to another website, we encourage you to read their privacy policy before submitting any personal data. We have no control over and accept no responsibility for the privacy practices of third-party websites.

11. Children's Privacy

Our website and services are not directed at children under the age of 13. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us and we will delete it promptly.

12. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make changes, we will update the “Last updated” date at the top of this policy. We recommend that you review this policy periodically. Where we make material changes, we will take reasonable steps to notify you.

13. Contact Us

If you have any questions, concerns, or requests relating to this privacy policy or your personal data, please contact us:

Bentinck Miners’ Welfare Social Club Limited

20 Sutton Road

Kirkby-in-Ashfield

Nottinghamshire

NG17 8GS

Tel: 01623 752284