Privacy Statement
St Patrick’s Irish Club, Leamington Spa
Last updated: 30 September 2026
1. Who we are
St Patrick’s Irish Club is a community club in Leamington Spa.
Address: Riverside, Adelaide Road, Leamington Spa, CV32 5AH
Phone: 01926 420265
Email: Please use the contact form on our website
Privacy contact: Club Secretary
For data protection law, we are the controller of the personal information we use. We follow the UK GDPR, the Data Protection Act 2018 and PECR.
2. What information we collect
We only collect what we need. This may include:
- your name and contact details
- membership details and renewals
- room hire and event details
- payment records
- newsletter preferences
- messages you send us
- photos, stories or content you give us
- website, cookie and analytics information
We collect this from forms, phone calls, emails, conversations and our website. We never buy data.
Our membership services are for adults. Children may attend some events with parents, guardians, or responsible adults.
3. Why we use your information
| What we use it for | Lawful reason |
|---|---|
| Replying to enquiries | Legitimate interests |
| Membership and renewals | Contract and legitimate interests |
| Room hire and events | Contract and legitimate interests |
| Newsletters | Consent |
| Payment and accounting records | Legal obligation |
| Website security | Legitimate interests |
| Analytics and non-essential cookies | Consent |
| Complaints or disputes | Legitimate interests and legal obligation |
| CCTV for safety and crime prevention | Legitimate interests |
Where we rely on consent, you can withdraw it at any time.
4. Newsletters
We send newsletters about club news, events, membership and community updates.
We only email you if you have opted in. This may happen through a website form, a paper form, or when you clearly agree during membership sign-up or renewal.
Where consent is given verbally, we record that consent with your membership details.
We use a trusted third-party email newsletter provider to manage and send newsletters. The provider may record your email address, name, sign-up date, consent details and email activity such as opens and clicks.
Unsubscribe any time using the link in our emails or by contacting us. This never affects your membership or bookings.
We do not sell your details to anyone for marketing.
5. Cookies
Cookies are small files placed on your device. They help the website work and show us how people use it.
| Cookie type | What they do | Consent needed? |
|---|---|---|
| Essential | Keep the website working and secure | No |
| Preference | Remember choices you make | Yes |
| Analytics | Show us how people use the site | Yes |
| Marketing | Measure or show marketing content | Yes |
Optional cookies only run after you accept them in the cookie banner.
You can change your choice any time through “Manage Consent” on our website. You can also block cookies in your browser.
Blocking some cookies may stop parts of the site working.
Full cookie details are available through our Cookie Policy (UK) and cookie settings tool.
6. Google tools
We use Google Search Console and PageSpeed Insights to monitor website performance, search visibility and technical issues.
We may use Google Analytics or Google Tag Manager to understand how visitors use the site and manage website tags.
If analytics or tag tools are used, they only run after you accept analytics cookies.
7. Who we share information with
We never sell personal information. We only share it where needed.
This may include:
- Fresh Fire Media for website management and hosting
- a trusted third-party email newsletter provider for email newsletters
- Google for analytics, search and website performance tools, where used
- website forms, email delivery, website security, payment, accounting, insurance, legal and IT support providers
- club officers, staff, committee members and volunteers, on a need-to-know basis
- regulators or public bodies such as HMRC or the police, where the law requires
Providers act under contract. They must keep information secure and only use it for agreed purposes.
8. Transfers outside the UK
Some trusted providers, including our email newsletter provider and Google, may process information outside the UK, including the US.
Where this happens, we rely on UK-approved safeguards where required.
9. How long we keep information
| Records | Kept for |
|---|---|
| General enquiries | 12 months |
| Membership | While you are a member, then up to 2 years |
| Room hire | Up to 5 years |
| Newsletter list | Until you unsubscribe |
| Unsubscribe records | As long as needed to stop further marketing |
| Payment and accounting | 6 years |
| Website logs and analytics | Up to 14 months |
| CCTV | Usually 30 days |
We may keep some records longer for legal, insurance, investigation or dispute reasons.
We then shred paper records and permanently delete digital ones where practical.
10. How we protect information
Paper records are locked at the Club and seen only by Officers, Committee and the Bar Manager.
Club email access is limited to the Bar Manager, Club Secretary and Senior Key Holder.
The website uses HTTPS and is professionally maintained.
If a serious data breach happens, we will act quickly and, where required, tell the ICO and affected people.
11. CCTV
CCTV covers entrances and public areas inside the Club.
Footage is usually kept for 30 days, unless it is needed for an incident, investigation, insurance matter, or legal reason.
CCTV is viewed only where needed, such as after an incident or lawful request.
12. Your rights
You can ask us to:
- give you a copy of your information
- correct it
- delete it, in some cases
- limit or object to how we use it
- stop marketing emails
- withdraw consent
These rights do not always apply. We may need to keep some records for legal reasons.
Requests are free and answered within one month. We may check your identity first.
To use your rights, contact the Club Secretary using the website contact form, phone number, or postal address in section 1.
13. Complaints
Contact us first so we can try to put it right.
You can also complain to the Information Commissioner’s Office.
Website: ico.org.uk/make-a-complaint
Phone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
14. Updates
We review this policy regularly.
The latest version, with its date, is always on this page.