Last updated: 11/08/25
This Privacy Notice explains how New Hartley Victory Sports and Social Club (New Hartley Residents Club)(“we”, “our”, “us”) collects, uses, and protects your personal data when you visit our premises, use our services, attend events, or join our mailing list.
We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 and any and all other relevant data protection legislation.
1. Who we are
New Hartley Victory Sports and Social Club (New Hartley Residents Club)
Bristol Street, New Hartley
info@newhartleyresidentsclub.co.uk
0191 237 0031
We are the data controller for the personal data we process.
2. The information we collect
We may collect and process the following information:
- Contact details – such as your name, email address, postal address, and phone number (e.g. when you join our mailing list or book our function room).
- Membership details – if applicable.
- Payment information – for purchases, bookings, or membership fees.
- CCTV footage – for the security and safety of our premises, staff, and members.
- Event photos and videos – taken during community or club events (we will make you aware before taking identifiable images).
- Mailing list preferences – your consent choices for receiving news and event information.
- Gaming machine usage – general usage data may be recorded for compliance with licensing requirements (not linked to your identity unless legally required).
- Correspondence – any information you provide when contacting us by phone, email, or in person.
3. How we use your information
We process your personal data for the following purposes:
- To run the club and its facilities, including the bar, lounge, fruit machines, function room, community garden and events.
- To manage bookings, payments, and memberships.
- To send you updates, newsletters, and event invitations (only if you have given consent).
- To comply with legal and licensing obligations.
- To ensure the safety and security of the premises (including CCTV monitoring).
- To keep records for tax, licensing, and audit purposes.
- To publicise events (only with your consent for photos/videos).
4. Our lawful bases for processing
We rely on one or more of the following lawful bases under the UK GDPR:
- Consent – for sending marketing emails or newsletters.
- Contract – to provide you with services you have requested or booked.
- Legal obligation – to comply with licensing, gambling, or tax requirements.
- Legitimate interests – for security, club operations, and member relations (where these do not override your rights).
5. CCTV
We operate CCTV in and around the premises for the purposes of crime prevention, safety, and compliance with licensing laws. Recordings are kept securely and normally deleted after 30 days, unless required for an investigation.
6. Sharing your information
We do not sell your personal data. We may share your information with:
- Service providers (e.g. email newsletter platforms, payment processors) acting on our behalf.
- Law enforcement or licensing authorities if required by law.
- Insurers, legal advisers, or auditors when necessary.
All third parties are required to handle your data securely and in compliance with the law.
7. How long we keep your information
We keep personal data only as long as necessary for the purposes described above, or as required by law. Mailing list details are kept until you unsubscribe.
8. Your rights
You have the right to:
- Access the personal data we hold about you.
- Request correction of inaccurate information.
- Request deletion of your personal data (in certain circumstances).
- Withdraw your consent for marketing at any time.
- Object to or restrict certain processing.
- Lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk
9. How to contact us
For any questions about this notice or your personal data rights, contact:
Kate Watson, Committee Member
Bristol Street, New Hartley
info@newhartleyresidentsclub.co.uk
0191 237 0031
10. Changes to this Privacy Notice
We may update this notice from time to time. The latest version will always be available on our website and at the club.