At kippielodge.co.uk, we recognise that privacy of your personal information is important. Here is information on what types of personal information we receive and collect when you use and visit Kippie Lodge, and how we safeguard your information. We never sell your personal information to third parties.
Who We Are
We are Kippie Lodge Sports and Country Club and our members website address is https://www.kippielodge.co.uk. We can be contacted at firstname.lastname@example.org.
We are registered with the ICO (Information Commissioners Office) as a “controller” of the personal information that you provide to us. Kippie Lodge takes your privacy seriously. This privacy notice sets out how, why and for how long we will use your personal data, as well as who it is shared with. It also explains your legal rights as a data subject and how to exercise them.
What Personal Data We Collect and Why We Collect It
What we need from you:
When you register as a member of Kippie Lodge, Sports & Country Club or renew your membership (including if you are registering or renewing on behalf of a young person aged 16 or under), we may ask you for some or all of the following personal information:
- Contact details – e.g. name, address, email address and phone number.
- Date of birth – to calculate membership category and eligibility for events and courses.
- Family Details – to enable parental consent for children aged 16 years.
- Payment details – bank account number, sort code, card details.
- Participation details – types of preferred classes and activities booked at the club.
- Equality information – sex, gender, disability, ethnic group and religion.
- Extra information for safety and emergency details – e.g. next of kin, relevant health conditions.
If you do not provide us with all of the personal information that we need this may affect our ability to offer you our membership services and benefits.
Why we need your personal information – contractual purposes
We need to collect our members’ and customers’ personal information so that we can manage your membership. We may use our members’ personal information to:
- Provide you with core member services, including confirmation of membership pack, membership card, end of year renewal.
- Set up a membership online booking account enabling you to manage your Club membership facility use and communication preferences.
- Organise club activities that you wish to participate in.
Why we need your personal information – legitimate purposes
We also process our members’ personal information in pursuit of our legitimate interests to:
- Send our weekly members’ newsletter.
- Provide you with news and updates about the activity of the club, opportunities to get involved in all club events.
- Raise awareness of the club’s activities by capturing photos, videos, or live streaming at events. We will use this for promotion purposes.
- Send regular member surveys to ensure the Club is meeting its members’ needs.
- Respond to and investigate your questions, comments, support needs, complaints, concerns or allegations.
Why we need your personal information – legal obligations
We are under a legal obligation to process certain personal information relating to our members for the purposes of complying with obligations under:
- The Protection of Vulnerable Groups (Scotland) Act 2007, which requires us to check that our coaches are able to undertake regulated work with children and vulnerable adults.
- The Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary.
- Other uses of your personal information
- We value your privacy and do not sell your information to any third parties under any circumstances.
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
We do not collect your email address from the comments form for use in any email list, such as a newsletter or marketing email list. We also never sell email addresses to third parties.
In general, users are able to upload images or other media files to this website. If you do upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
When you fill out a contact form on kippielodge.co.uk we only collect the information you enter into the contact form. If the form asks for your name, email address, or any other personal information, then that information is sent to us via email. We only retain that information—including your email address—for as long as necessary to address your purpose in contacting us.
Email addresses provided in contact forms are not ever used by us for any purpose other than to reply to you in regards to your reason for contacting us. We never sell information from contact forms to any third party for any purpose.
As with most other websites, we collect and use the data contained in log files. The information in the log files includes your IP (internet protocol) address, your ISP (internet service provider, such as EE or BT Internet), the browser you used to visit our site (such as Internet Explorer, Google Chrome, Firefox or Safari), the time you visited our site and which pages you visited throughout our site.
Advertising Privacy Statement
This Site is affiliated with AdThrive, LLC (“AdThrive”) for the purposes of placing advertising on the Site. AdThrive uses standard and widely-available tools for the placement and serving of ads, including those provided by Google, Inc. and its affiliates. We publish interest-based advertisements on the Site; that is, ads that are tailored to reflect your interests. To help understand your interests, AdThrive, Google and our other advertising partners will track your behaviour on our website and on other websites across the Internet using cookies.
A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
For European Economic Area Residents
If you reside in a country in the European Economic Area (EEA), then under the GDPR and applicable data protection laws you have the rights, among other things, to access your personal data, have us erase it, and/or restrict its further processing. If you wish to access or delete your personal data (if any) maintained by us or AdThrive related to advertising on the Site, you can contact us at email@example.com and contact AdThrive at firstname.lastname@example.org. If you wish to see a list of the advertising partners we work with or change which of those partners track your behaviour using cookies, click the ad preferences link at the bottom of the site. (Available in the EU.)
For California Residents
California law gives residents the right to opt-out of the “sale” of their personal information to third parties, including for advertising purposes. Under California law, the sharing of your information with a service provider for advertising purposes could be considered a “sale.” To opt-out of the sharing of your information for advertising information, click the opt-out link provided in the footer of this page. You also have the right to request from us the categories of personal information that we have shared and the categories of third parties to whom the information was provided. To make such a request, please contact us at email@example.com. To be clear we do not share your name, contact information, or any other sensitive information with third parties, and the categories of third parties that we share information with for advertising purposes are supply-side platforms, programmatic advertising exchanges, and demand-side platforms.
Cookies and Web Beacons
We use third-party advertisements on kippielodge.co.uk to support our site. Some of these advertisers may use technology such as cookies and web beacons when they advertise on our site, which will also send these advertisers (such as Google through the Google AdSense program) information including your IP address, your ISP, the browser you used to visit our site, and in some cases, whether you have Flash installed. This is generally used for geotargeting purposes (showing Aberdeen real estate ads to someone in Aberdeen, for example) or showing certain ads based on specific sites visited (such as showing Fitness ads to someone who frequents Fitness sites).
You can choose to disable or selectively turn off our cookies or third-party cookies in your browser settings, or by managing preferences in programs such as Norton Internet Security. However, this can affect how you are able to interact with our site as well as other websites. This could include the inability to login to services or programs, such as logging into forums or accounts.
In addition, if you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded Content From Other Websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
As you use this Website, we use automatic data collection technology (Google Analytics) to collect certain information about your device, browsing actions, and patterns. This generally includes information about where you are, how you use our website, and any communications between your computer and this site. Among other things, we will collect data about the type of computer you use, your Internet connection, your IP address, your operating system, and your browser type.
We collect this data for statistical purposes and we don’t collect personal information. The purpose of this data is to improve our Website and offerings.
Who We Share Your Data With
We may be required to share personal information with statutory or regulatory authorities to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children. We may also share personal information with professional and legal advisors to the extent that we are required to do so by law.; or in connection with any legal proceedings or prospective legal proceedings; or for the purpose of obtaining legal advice.
Third party suppliers with access to members’ personal data
Kippie Lodge may use third party suppliers to provide services. These suppliers may process personal data on our behalf as “processors” and are subject to contractual conditions to only process that personal information under our instructions and protect it.
In the event that we share personal information with external third parties, we only share such information strictly required for the specific purposes and take reasonable steps to ensure recipients shall only process the disclosed personal information in accordance with those purposes.
- XN Leisure and XN Protel provide our Dimension membership database.
- TSG are our IT consultants who ensure all data for the Club is handled securely on our behalf.
- G5 Technology process our Wi-Fi data on behalf of the Club and ensure it is handled securely on our behalf.
- The Bank of Scotland process payment transactions securely on our behalf.
- Mailchimp distribute some of our email communications. Their servers are based in the US and they uphold the EU Privacy Shield to certify their data security.
We would like to send you information about the products and services at the Club which may be of interest to you. If you have consented to receive marketing, you may opt out at a later date. You have a right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes please email the Club at firstname.lastname@example.org. You can also choose to “unsubscribe” to marketing communications by selecting this option at the bottom of every email we send.
How we protect your personal information
Your personal information is stored in our membership database which is protected in a secure environment on an XN Leisure server based in the UK. The Club’s own servers and emails accounts are all based in the UK. Your data is accessed by our staff only for the purposes set out above. It is stored by our club in in both paper and electronic formats. All documentation is stored securely through password protected documents, firewall protected, encrypted files and locked filing cabinets.
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping the password confidential. You agree not to share that password with anyone else.
How long we keep your personal information
We only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and delete your personal information where you have not renewed your membership with us for 6 years.
Kippielodge.co.uk may use secure third-party software such as LearnDash, BuddyBoss and PayPal for all financial transactions. No financial data is collected or stored by kippielodge.co.uk. Their privacy policies can be accessed at the links above.
How Long We Retain Your Data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What Rights You Have Over Your Data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where We Send Your Data
Visitor comments may be checked through an automated spam detection service.
Our Contact Information
If you are dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk
The Club is registered under Aberdeen Petroleum Club, Kippie Lodge, Registration Reference ZA272309.
As a data subject (an individual) you have a right to:
- Change your communication preferences or restrict the processing of your personal data for specific purposes.
- Request that we correct your personal data if you believe it is inaccurate or incomplete.
- Request that we delete your personal information.
- Access the personal data that we hold about you through a “subject access request”.