Rotary Club of Burnham on Crouch & Dengie Hundred
Last Updated: July 2026
The Rotary Club of Burnham on Crouch and Dengie Hundred (“the Club”) is committed to protecting the privacy and security of all individuals whose personal information we process — including Club members, guests, event participants, donors, and visitors to our website.
This policy explains what information we collect, how we use it, how it is shared within Rotary, and the rights you have under the UK General Data Protection Regulation (GDPR).
If you have any questions, please contact the Club Secretary.
1. Who We Are
The Club is an independent Rotary organisation affiliated with:
- Rotary International in Great Britain & Ireland (Rotary GB&I)
- Rotary International (RI)
These organisations may also process personal data as part of your Rotary membership or interaction with Rotary.
Rotary GB&I states:
“Club and district officers may also process member personal data… and they too will also be bound by this privacy notice.”
2. What Information We Collect
A. Website Visitors
When you visit our website, we may collect:
- IP address
- Browser type and device information
- Pages visited and time spent
- Cookie preferences
- Any information you submit via contact forms
No identifiable personal data is retained through analytics cookies.
B. Members, Guests and Event Participants
We may collect:
- Name
- Postal address
- Email address
- Telephone number
- Dietary requirements (for meal planning)
- Attendance information
- Donation or payment information (where relevant)
- Any additional information you provide for Club activities
Rotary GB&I may also collect date of birth, donation details, Gift Aid information, and other membership‑related data:
“We will only ever capture the minimum amount of information… Your name, your contact details, your date of birth…”
3. Legal Basis for Processing
We process personal data under legitimate interest, which is appropriate for membership organisations and website operation.
Rotary GB&I confirms:
“We will use your personal data for the legitimate interest of conducting core business activities…”
Consent is used only where legally required (e.g., optional communications, analytics cookies).
4. How We Use Your Information
Website Visitors
We use your information to:
- Ensure the website functions securely
- Improve website performance
- Respond to enquiries submitted through the site
- Maintain security and prevent misuse
Members and Guests
We use your information to:
- Maintain an individual member record
- Communicate about Club meetings, events and activities
- Manage attendance, visits, meals and dietary requirements
- Produce table plans, place cards and event materials
- Support Rotary GB&I and Rotary International membership systems
- Maintain secure membership records
The Club ensures emails sent to multiple members use Bcc or similar to protect privacy.
5. Sharing Your Information
Within the Club
Your data is accessible only to authorised Club officers.
Within Rotary
Your data may be shared with Rotary GB&I and Rotary International to administer membership:
“When you give information to us it will be shared within the wider organisation to facilitate your membership…”
Third‑Party Service Providers
Rotary GB&I uses GDPR‑compliant processors such as AWS, MailChimp, Stripe, Xero, HMRC and others:
“There may be a need for us to share… your personal data to third parties that provide us with services…”
The Club itself shares data only for Club‑specific purposes (e.g., meal bookings, venue arrangements).
We never sell personal data.
6. International Transfers
Rotary GB&I stores data within the UK/EU, but Rotary International may process data outside the EEA:
“Your personal data will be transferred, stored and processed at a location outside the EEA.”
Appropriate safeguards are in place.
7. How Long We Keep Your Information
We retain personal data only as long as necessary for Club administration or legal obligations.
Rotary GB&I follows statutory retention periods:
“We will only keep your information for as long as we need it… We shall delete your information according to statutory limits…”
When you leave the Club, you may request deletion of locally‑held data.
8. Your Rights
Under GDPR, you have the right to:
- Be informed
- Access your personal data
- Request correction
- Request deletion
- Restrict processing
- Object to certain processing
- Data portability
- Lodge a complaint
Rotary GB&I provides full details:
“You have a right to be informed… a right of access… a right to rectification… a right to object…”
Requests to the Club will be handled within 30 days.
9. Under‑18s
The Club does not collect personal data from under‑18s. Rotary GB&I states:
“We do not collect information from under 18’s.”
10. Cookies
Our website uses cookies necessary for security and proper functioning.
Essential Cookies
Used for identity verification, security and network management.
Analytics Cookies
Used to understand website usage and improve service. No identifiable personal data is retained.
11. Complaints
If you have concerns about how your data is handled, you may contact:
Rotary GB&I General Secretary Kinwarton Road, Alcester, Warwickshire, B49 6PB Tel: 01789 765411 Email: governance@rotarygbi.org
If unresolved, you may contact the Information Commissioner’s Office (ICO).