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Privacy Policy

Sizewell Social Privacy Policy

This notice explains how Sizewell Social collects and uses personal information when you visit our website, contact us, attend or enquire about an event, or otherwise interact with the club. Please read it alongside any short privacy information shown on a booking or contact form.

1. Who we are and how to contact us

Sizewell Social is the public-facing name used by Sizewell Sports & Social Club, located at King Georges Avenue, Leiston, Suffolk IP16 4JX. The club decides why and how personal information is used for the activities described in this notice and is the data controller. The club’s formal legal entity name and legal form are not stated on the website, so these should be confirmed by the club before this notice is published.

For privacy questions or to exercise your rights, email sizewellsocial@tnscatering.co.uk or write to Sizewell Social, King Georges Avenue, Leiston, Suffolk IP16 4JX. The website also lists 01728 443960 as its telephone number.

2. Personal information we may collect

The information we collect depends on how you interact with us. It may include:

  • contact details such as your name, email address, telephone number and, where needed, postal address;
  • restaurant table, event, function, room-hire or hospitality enquiry and booking details, including dates, guest numbers, attendance, payment and communications about the booking;
  • information you provide through the website contact or booking routes, by email or telephone, including feedback or complaints;
  • dietary, allergy, accessibility or other arrangements you choose to tell us about so that we can respond to your request or provide the service. Allergy and some accessibility details may be health information and will be treated with additional care;
  • information about children attending an event when provided by a parent or guardian, such as a child’s name or age where operationally necessary;
  • technical information generated when you use sizewellsocial.co.uk, such as IP address, device and browser details, pages viewed and cookie choices, as described in section 13;
  • photographs, video or audio captured at events, where we have told attendees that recording may take place.

Please do not send us information about someone else unless you are authorised to do so. If you provide information about a child or another person, you should make sure they, or their parent or guardian where appropriate, are given this notice.

3. Where information comes from

We usually collect information directly from you when you contact Sizewell Social, make a restaurant or event booking, enquire about a function, room hire or hospitality, sign up to the website newsletter, or attend an event. We may also receive booking information from a person who makes a group booking on your behalf, or from a booking, payment or other service provider involved in delivering the service. Where an external booking service collects information directly, its own privacy information will also apply to that collection.

4. Why we use information and our lawful bases

Data protection law requires us to have a lawful basis for each purpose. The basis depends on the context and will be identified when we collect information where appropriate.

  • Responding to questions, feedback and requests: our legitimate interests in communicating with people who contact the club, or taking steps at your request before entering a contract.
  • Managing restaurant, event, function, hospitality and room-hire enquiries and bookings, providing the requested service, administering attendance and sending necessary service updates: performance of a contract or taking steps at your request before a contract, or our legitimate interests where someone else made the booking.
  • Operating and maintaining the website, administering the newsletter, and managing the club’s activities and records: our legitimate interests, balanced against your rights and expectations. For non-essential cookies, we rely on consent where required by law.
  • Sending newsletters or promotional information about Sizewell Social by email or text: consent where required by PECR, or another lawful route only where permitted. You can opt out at any time. Booking confirmations and other necessary service messages are not promotional messages.
  • Meeting legal, regulatory, accounting or insurance obligations, responding to legal claims, and protecting people, property and our rights: compliance with a legal obligation or our legitimate interests, as applicable.
  • Using accessibility, dietary or other health information: only where needed and where an applicable special-category condition under data protection law is met. We will explain the relevant condition at collection and ask for explicit consent where that is the appropriate condition.
  • If we take identifiable photographs, video or audio at an event and use them for publicity, we will provide appropriate information at the event and rely on a lawful basis. We will offer a way to raise an objection and will pay particular attention to close-up images and images of children.

Where we rely on legitimate interests, these are to administer Sizewell Social, respond to people who contact us, manage events, maintain safety and security, and promote our activities in ways people would reasonably expect. You can ask us for more information about our legitimate interests or object as described below.

5. Marketing choices

The Sizewell Social website invites visitors to join its newsletter. We will send promotional email or text messages only where permitted by law. Where consent is required, joining the list is optional and is not a condition of making a booking or enquiry. You can unsubscribe using the link in a marketing email, follow any opt-out instructions in a message, or contact us at sizewellsocial@tnscatering.co.uk. We may retain a minimal suppression record so we can respect your choice.

6. Who we share information with

We do not sell personal information. We may share it only where needed with:

  • our GDPR-compliant CRM provider, which stores and helps us manage contact details, enquiries, bookings and communications.
  • website hosting and support, email and newsletter, online booking, payment and other IT providers working on our instructions or providing a service directly to you. The website is built on WordPress and displays a cookie preference tool powered by CookieAdmin;
  • event partners, contractors or venues where necessary to deliver an event or meet a request you have made;
  • professional advisers, insurers, auditors, banks and payment providers where necessary;
  • public authorities, regulators, law enforcement or other parties where the law requires or permits it, or where necessary to establish, exercise or defend legal claims.

The CRM system used by Sizewell Social has been described to us as GDPR-compliant. We use it to store and manage personal information for the club. We remain responsible for choosing and configuring it appropriately, restricting access, applying retention rules and ensuring any transfers are lawful.

7. International transfers

Some service providers may process or store personal information outside the United Kingdom. If information is transferred internationally, we will use a lawful transfer mechanism and appropriate safeguards where required.

8. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected. We take account of the type and sensitivity of the information, the service provided, legal, accounting and insurance requirements, potential disputes and the need to honour marketing opt-outs. Different periods may apply to enquiries and bookings, financial records, newsletter preferences, event images and security records.

9. How we protect information

We use appropriate technical and organisational measures designed to protect personal information from loss, misuse, unauthorised access, alteration or disclosure. Access is limited to people and suppliers who need it for their work. No method of transmission or storage is completely secure, but we take steps to manage risk and respond to suspected incidents.

10. Your data protection rights

Depending on the circumstances and subject to legal conditions or exemptions, you may have the right to:

  • request access to your personal information;
  • ask us to correct inaccurate or incomplete information;
  • ask us to erase information;
  • ask us to restrict how we use information;
  • receive certain information in a portable format or ask us to transfer it;
  • object to processing based on legitimate interests, and object at any time to direct marketing;
  • withdraw consent at any time where we rely on consent. Withdrawal does not affect processing already carried out lawfully.

To exercise a right, contact us using the details in section 1. We may need to verify your identity before responding. We normally respond within one month, subject to lawful extensions for complex or multiple requests. Some rights do not apply in every situation.

11. Complaints

Please contact us first if you have a concern so we can try to resolve it. You also have the right to complain to the UK Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint/ or telephone 0303 123 1113. The ICO’s address is Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

12. Children

Children may attend events at Sizewell Social. Where information about a child is needed to manage an event or booking, we ask that it is provided by a parent or guardian and collect only what is necessary. We will take particular care to explain any collection directly to children in language suitable for their age where appropriate.

13. Cookies and website analytics

The website displays a CookieAdmin banner with options to accept all, reject all, or customise and save preferences. Its settings identify necessary, functional, analytical, advertising and unclassified cookie categories. Necessary cookies are described as always active; visitors can manage their choices for other categories through the banner and its preference controls. The public website does not identify the specific cookies, providers or retention periods in its visible category list. These details should be kept current in the cookie settings and reviewed against the cookies actually used. We will not use non-essential cookies unless the required consent has been obtained.

14. Automated decisions

We do not currently make decisions about you solely by automated processing that produce legal or similarly significant effects. If this changes, we will explain the relevant logic, significance and likely consequences before the processing begins, and provide any rights required by law.

15. Changes to this notice

We may update this notice to reflect changes to our activities, systems or legal requirements. The latest version will be published on our website with its revision date. If a change significantly affects how we use information already held, we will take any additional steps required to inform you.