Privacy Notice
C.A.R. Ltd (“the Club”) treats the privacy of its members and website users seriously, and we take appropriate security measures to safeguard your privacy.
This Policy explains how we protect and manage any personal data* you share with us and that we hold about you, including how we collect, process, protect and share that data.
*Personal data means any information that may be used to identify an individual, including, but not limited to, a first and last name, a home or other physical address, an email address or other contact information (whether at work or at home). Once you have joined the Club you will be allocated a membership number, this will be linked to other personal data as indicated above. We will also record any owned vehicle information which may include its registration number (as appropriate).
HOW WE OBTAIN YOUR PERSONAL DATA
Information provided by you
You provide us with personal data either on your application form, renewal form, via an online application or renewal form, by email communication or over the telephone (we do not record telephone conversations). We may also keep information contained in any correspondence you may have with us by post.
This includes:
Name;
Address;
Email address;
Mobile and/or landline telephone number;
Payment details;
Vehicle details including registration number.
We record this information in a computer database held securely in the cloud and use this information in order to manage and administer your membership whilst you remain a member of the Club and for a specified period once your membership has ended.
On our membership/renewal form, we also ask if you would like to provide the names and contact details of family members over the age of 17 who would like to enjoy the benefits of club membership as well. In doing so, you confirm that you have any family member’s specific consent to become a member of the Club.
HOW WE USE YOUR PERSONAL DATA
We use your personal data to manage and administer your membership. We undertake at all times to protect your personal data, including any financial interactions, in a manner which is consistent with the requirements of all relevant data protection legislation. This includes taking all reasonable security measures to protect the personal data that we hold.
A key component of your membership and the services we offer is the delivery, by post, of your club magazine.
Your personal contact details will be used to communicate with you for the purposes of sending you your club magazine, managing your membership (e.g. renewal notification) and keeping you informed of any changes to your membership.
All members of the Club, whether resident in the United Kingdom, European Economic Area or the Rest of the World will have their personal data managed and administered in the same way in accordance with this policy and in line with UK data protection legislation.
Do we use your personal data for marketing purposes?
We do not share your personal data with any third party for marketing purposes.
If you have agreed to us sending you our newsletters, we will send these to you regularly so that you can be kept informed of the Club’s activities. If you wish to stop receiving these newsletters at any time, you can let us know by emailing info@clubalpinerenault.org.uk.
Information about cookies
A cookie is a small text file stored alongside your internet browser on your computer or smartphone. We only use cookies that are either (a) essential for the operation of the website or (b) analytical in nature, to help us understand how our website is used. We only use cookies at (b) (Google Analytics cookies) if you have agreed to us doing so through the cookie pop up notice which you will see when you access our website. If you change your mind to our use of analytical cookies, you can withdraw your consent at any time by emailing us at info@clubalpinerenault.org.uk, or amend your Internet browser settings. .
SHARING INFORMATION
We will keep information about you confidential and sharing of your personal information will only be as detailed below for the purposes of operating the Club and managing your membership.
Sharing of personal data internally:
From time to time we will share your personal information within the Club, but only with those office holders detailed below:
- Chairman – for the purposes of general Club communications
- Secretary – for the purposes of general Club communications, notifications of general meetings, verifying membership and managing participation in Club events.
- Treasurer – for the purposes of accounting and financial regulation.
- Membership Secretary – for the purposes of managing your membership
- Website Manager – for the purposes of administering the website and verifying membership for member specific access and ensuring accuracy of records.
- Other Committee Members – for the purposes of managing participation in Club events.
Sharing of personal data externally:
Our terms state that if you choose to upload content to our website, you grant us a licence to publish that content for the purpose of promoting the Club’s work. The Club website may therefore include images of members’ vehicles in news articles or other features which in some cases are linked to members’ names and which in some cases show the registration number of the vehicle. Images can be viewed by the general public. Should you wish to have an image of your car or yourself removed from the Club website, please email the webmaster at info@clubalpinerenault.org.uk.
Apart from this, we may need to share your personal details outside the Club in order for us to operate the Club and to ensure that you can receive the benefits of Club membership. Third parties with whom we may need to share certain personal data are as follows:
- Mailing and printing agents who provide a service to us in order to deliver Club benefits (e.g. Le Journal magazine, membership cards) making use of their secure data portal and on the understanding that they keep the information in line with their own Privacy Policy.
- Google Analytics or similar, for analysis of website use.
- IT functions such as Googledrive
- Our IT support and hosting companies, providing us with IT services.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Transfer of your personal data outside of the UK/European Economic Area (EEA)
We will not knowingly share your data with any third party outside of the UK/European Economic Area (EEA).
How long do we keep this information about you?
We keep your information for a maximum of 5 years from the time your membership expires. This is retained to enable verification of yourself as a previous member should you wish to re-join the Club after a period of your membership being lapsed. Some of the information you have provided will need to be retained for longer to meet legal, statutory and regulatory obligations. A continuous review of the personal information held will be undertaken and information which is no longer required for the above reasons will be disposed of securely.
DATA SUBJECT RIGHTS
Subject access requests
You have the right to ask for all the information we hold about you. When we receive a request from you, we endeavour to respond in line with data protection law, within a calendar month of any such request.
Ask for inaccurate information to be corrected
You have the right to obtain from us, without undue delay, the rectification of inaccurate personal data we hold about you.
You can ask us to delete information
In some circumstances you can ask for your personal information to be deleted, for example:
- Where your personal information is no longer needed for the reason it was collected in the first place.
- Where you have removed your consent for us to use your information (and it was on the basis of consent that we were processing your data).
- Where there is no legal reason for the use of your information.
- Where deleting the information is a legal requirement.
Please note that we can’t delete your information where:
- We are required to have it by law.
- It is for scientific or historical research or statistical purposes where deleting it would make information unusable.
- It is necessary for legal claims.
Right to data portability
You have the right to receive your personal data, which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit this data to another controller without hindrance from us.
Right to object
You shall have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you, including any personal profiling; unless this relates to processing that is necessary for the performance of a task carried out in the public interest or an exercise of official authority vested in us. We shall no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing, which override the interests, rights and freedoms of you, the data subject, or for the establishment, exercise or defence of legal claims.
Right to not be subject to decisions based solely on automated processing
We do not carry out any automated processing, which may lead to an automated decision based on your personal data.
Who to contact
If you would like to contact the Club about any of the above, please write to the Club Secretary at C.A.R. Ltd, 1 Bloomfield Close, Wombourne, Wolverhampton WV5 8HQ or email the Club Secretary at info@clubalpinerenault.org.uk.
Accuracy of information
ln order to provide the highest level of membership support, we need to keep accurate personal data about you, please help us with this by keeping us informed of any changes when they occur.
IMPORTANT INFORMATION
Questions and queries
If you have any questions or queries which are not answered by this Privacy Policy, or have any potential concerns about how we may use the personal data we hold, please write to the Club Secretary, C.A.R. Ltd, 1 Bloomfield Close, Wombourne, Wolverhampton WV5 8HQ or email the Club Secretary at info@clubalpinerenault.org.uk
Policy changes
This Privacy Policy is regularly reviewed. This is to ensure that we continue to meet the highest standards and to protect your privacy. We reserve the right, at all times, to update, modify or amend this Policy. We suggest that you review this Privacy Policy from time to time to ensure you are aware of any changes we may have made, however, we will not significantly change how we use information you have already given to us without your prior agreement.
If you have a complaint
If you have a complaint regarding the use of your personal data then please contact us by writing to the Club Secretary, C.A.R. Ltd, 1 Bloomfield Close, Wombourne, Wolverhampton WV5 8HQ or email the Club Secretary at info@clubalpinerenault.org.uk, and we will do our best to help you.
We aim to address any concern you may have directly but if your complaint is not resolved to your satisfaction and you wish to make a formal complaint to the Information Commissioners Office (lCO), you can contact them on 01625 545745 or 0303 123 1113. You also have the right to judicial remedy against a legally binding decision of the ICO where you consider that your rights under this regulation have been infringed as a result of the processing of your personal data. You have the right to appoint a third party to lodge the complaint on your behalf and exercise your right to seek compensation.
(Version date: January 2026)