Privacy Policy

Privacy and Cookies Policy

At Phyllis Court Club, we take your privacy seriously and this privacy statement explains what personal data or information we collect from you and from people who visit our website and how we use it.

If you have any questions regarding this statement and our privacy practices, please contact us by email rcpn@phylliscourt.co.uk or by post at Phyllis Court Club, Marlow Road, Henley on Thames, Oxfordshire, RG9 2HT.  Alternatively, you can telephone us on 01491 570500.

Who are we?

Phyllis Court Club is a registered company (88274) our registered office address is Marlow Road, Henley on Thames, Oxfordshire, RG9 2HT.    For the purposes of data protection Phyllis Court Club is a data controller.

What personal data or information do we collect?

The personal information we collect may include your name, address, email address, IP address and information regarding what pages you access on this website and when.

How do we collect data or information from you?

We collect data or information about you when you use our website, or when you make a membership enquiry, book hotel accommodation, enquire about a job opportunity, if you register to be sent an email news update, or when you sign up to become a member of Phyllis Court Club.   

How is your information used?

We collect your personal data or information to operate our business effectively and provide you with the best services Phyllis Court Club can offer.

We may use your information to:

• To administer your Phyllis Court Club membership
• To answer enquiries that you make prior to becoming a member.
• To answer enquiries that you make about the Regatta.
• To keep you informed about our services, invitations to events, if you have opted-in to receive these communications.
• To process payment(s) for events and hotel accommodation
• To process a job application
• To fulfil our obligations as an employer
• To provide benefits to you as an employee
• To maintain security of our office and IT infrastructure
• To invoice you, and to track payments you make or payments made to you

We believe that all these purposes are justified on the basis of our legitimate interests in running and promoting the Club, our contractual requirements to deliver the agreed membership services to you, and our legal obligations, both as a Club and responsible employer.  If you would like to know more, please read below:

• Members
• Prospective Members
• Job Applicants, Our Current and Former Employees
• Suppliers
• Events & Hotel Guests
• Visitors
• Regatta Enquiries

Details of our processing

	Type of Data Held	Length of Time Held	How Data Held
Members	Name and contact information Information and documents relating to the services we are providing, including communications with you and special interest groups that you are subscribed to. Billing and payment information.	We will retain information about you for the duration of your membership, then for an additional 3 years.    We retain financial records for 6 years, following the end of the current financial year.	Data is stored in the IBS Membership System which is hosted on secure servers in the United States.     Data is stored on secure UK-based servers.
Prospective Members	Name and contact information Information and documents relating to the services we may provide, including communications with you.	We will retain information about you for the duration of the enquiry, then one year.	Data is stored in the IBS Membership System which is hosted on secure servers in the United States.
Job Applicants	Name and contact information CV and application form. Interview notes (for those short-listed)	We will retain information about you for the duration of the recruitment campaign, then one year.	Data is stored on secure UK-based servers and stored in manual records in locked filing cabinets.
Our Current and Former Employees	Name and contact information CV and application form. Interview notes Bank Details National Insurance Number Gender Biometric data to clock into the time management system.	We will retain information about you for the duration of our contractual relationship with you, then for an additional 6 years.	Data is stored on secure UK-based servers and stored in manual records in locked filing cabinets.
Suppliers	Contact details Bank details Tax details	We retain financial records for 6 years, following the end of the current financial year.	Data is stored on secure UK-based servers.
Events and Hotel Guests	Contact Details Billing and payment information. Dietary requirements	We will retain information about you for the duration of your event/stay, then one year.   We retain financial records for 6 years, following the end of the current financial year.	Hotel guest data is stored in the roomMaster System which is hosted on secure servers in the UK.   Events data is stored in the Rendezvous events management System which is hosted on secure servers in the UK.   Finance data is stored on secure UK-based servers
Visitors	Contact details	We currently stored this information indefinitely.	Data is stored in the Visitors book stored by Reception.
Regatta Enquiries and Attendees	Contact details	We will retain information about you for the duration of your enquiry / regatta attendance, then one year.	Data is stored on secure UK-based servers.

Members Newsletter

We use a third-party provider, E-Shot, to deliver our members newsletters and event invitations. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. As a member you can manage what electronic communications you receive from the club and can unsubscribe at any time.

Who has access to your information?

We do not sell or rent your personal data or information to any third party or share your information with third parties for their marketing purposes. 

We will disclose your data or information if required by law, for example by a court order or for the prevention of fraud or other crime.

We may pass your information on to our third-party service providers, agents or subcontractors for the purposes of completing a task or providing services to you on our behalf (for example NFS Technology Group who provide roomMaster and ESP management systems).  However, we disclose only the personal information necessary to deliver that service and have a contract in place that requires them to keep your information secure and not to use it for their own marketing purposes.

Transfers outside of the European Economic Area

Personal information in the European Union is protected by data protection laws but other countries do not necessarily protect your personal information in the same way. The European Economic Area (EEA) covers all countries in the EU plus, Norway, Liechtenstein and Iceland. Some of the third-party providers we use to help us manage our business and services may involve data transferring to the United States or other countries outside of the EEA.

Your Choices and Rights

We understand that you trust us with your personal information and we are committed to ensuring you can manage the privacy and security of your personal information yourself.

With respect to the information relating to you that ends up in our possession, and recognising that it is your choice to provide us with your personally identifiable information, we commit to giving you the ability to do all of the following:

• You can verify the details you have submitted to Phyllis Court Club by contacting our operations team by email: rcpn@phylliscourt.co.uk or phone 01491 570500.  Our security procedures mean that we may request proof of identity before we reveal information, including your e-mail address and possibly your address.
• You can also contact us by the same method to change, correct, or delete your personal information controlled by Phyllis Court Club regarding your membership at any time.
• You are also free to close your membership account by contacting our operations team. If you do so, your membership will be deactivated. However, we may retain archived copies of your information as required by law or for legitimate business purposes (including to help address fraud and spam).
• You can always feel free to update us on your details at any point by sending an email to rcpn@phylliscourt.co.uk
• You can unsubscribe from receiving marketing emails from us by clicking the “unsubscribe” link at the bottom of any email. Once you do this, you will no longer receive any direct marketing emails from us.
• You can request a readable copy of the personal data we hold on you at any time. To do this, please contact us via email rcpn@phylliscourt.co.uk

You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office (https://ico.org.uk/).  

Keeping your data secure

When you give us personal information we take steps to ensure that it’s treated securely and strive to protect it on our internal systems.  We ensure that:

• Up to date antivirus and antimalware is installed on all endpoints across the Phyllis Court Club infrastructure.
• Security updates and patches are regularly applied to all components of the Phyllis Court Club system.
• Access to physical and digital systems within Phyllis Court Club are restricted to only personal who explicitly need these rights to do their job.
• External CCTV is in place.

Emailing us

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government standards. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

User of Cookies by this website

Cookies are small text files that are placed on your computer by websites that you visit.  They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.  Unless you have set your browser to block cookies, this site will place the following cookies on your computer.

Cookie	Name	Purpose
Google Analytics	_ga _gid _gat	Google Analytics gathers information allowing us to understand interactions with our websites and ultimately refine that experience to better serve you.

Most web browsers allow some control of most cookies through the browser settings.  To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

Google Analytics

Our website uses Google Analytics, a web analytics service provided by Google, Inc. ("Google"). Google Analytics uses "cookies", which are text files placed on your computer, to help us analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for our website operators and providing other services relating to website activity and internet usage.

Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser. However, please note that if you do this you may not be able to use the full functionality of this website.

To opt-out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 06/05/2021.