Last Updated: April 2026

1. Introduction

This Privacy Policy explains how we collect, use, and protect personal data, and outlines your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are (Data Controller)

Newark Business Club (“we”, “us”, or “our”) is a UK-based networking organisation. For the purposes of UK data protection law, we are the data controller responsible for your personal data.

Contact Details:
Email: hello@newarkbusinessclub.co.uk

3. What Data We Collect

We may collect and process the following categories of personal data:

  • Identity & Contact Data: Name, email address, phone number, billing address
  • Account Data: Login details and account preferences
  • Transaction Data: Details of event bookings and payments
  • Marketing Data: Communication preferences and consent records
  • Technical Data: IP address, browser type, and usage data
  • Service/Event Data: Attendance and participation at events
  • Media Data: Photographs and video recordings taken at events

Users are responsible for ensuring that the personal data they provide is accurate and kept up to date.

Where certain data is required to provide services, failure to provide this information may mean we are unable to fulfil those services.

4. How We Collect Your Data

We collect personal data through:

  • Website forms (contact, registration, enquiries)
  • Newsletter or marketing sign-ups
  • Ticket purchases via our website
  • Account creation during checkout
  • Direct communication (email or phone)
  • Event registration and check-in
  • Service delivery and event participation

5. How We Use Your Data (Legal Basis)

We process personal data under the following lawful bases:

  • Contractual Necessity
    To process event bookings, manage your account, and deliver our services
  • Consent
    To send newsletters, promotions, and event updates
  • Legitimate Interests
    To manage the club, improve our services, and communicate relevant updates
  • Legal Obligation
    To comply with tax, accounting, and legal requirements

6. Marketing Communications

We will send marketing communications where you have provided explicit consent, including newsletters, promotions, and event updates. These communications may be delivered via email and, where applicable, via other channels such as SMS, messaging services, or social media platforms.

You can withdraw your consent at any time by:

  • Using the unsubscribe link, or
  • Contacting us directly

7. Payments & E-commerce

We do not store payment card details. Payments are processed via:

  • PayPal (for online payments, including card payments)
  • Zettle (for in-person payments at events)

These providers process payment data as independent data controllers. We receive confirmation of payment and relevant booking details only.

8. Third-Party Services & Integrations

We use third-party providers to operate our website and services, including:

  • vBout – CRM and email marketing
  • WordPress/WooCommerce – website and booking system
  • Google Analytics – website usage tracking
  • Google Fonts – website typography
  • Google Maps – location services
  • Meta (Facebook) – social media integrations and tracking
  • LinkedIn – social media integrations
  • YouTube – embedded video content

These services may collect technical data such as IP address and interaction data, and may support analytics, marketing, communication, and content delivery functions.

9. International Data Transfers

Some third-party providers process personal data outside the United Kingdom, including in the United States.

This includes providers such as:

  • vBout
  • Google services
  • Meta (Facebook)
  • LinkedIn
  • YouTube

Where personal data is transferred outside the UK, appropriate safeguards are used in accordance with UK data protection law.

These safeguards include:

  • Transfers to organisations certified under the EU-U.S. Data Privacy Framework (including the UK Extension)
  • The use of the UK International Data Transfer Agreement (IDTA) or UK Addendum where required

10. Events, Services & Media

  • Names may be included on attendee lists or name badges
  • Photographs and videos may be taken at events for promotional purposes

These may be used in:

  • Social media
  • Website content
  • Marketing materials

If you prefer not to be photographed or recorded, please inform us at the event or contact us in advance.

11. Data Sharing & Disclosure

We do not sell personal data.

We may share personal data with trusted service providers where necessary to operate our services. We may also disclose personal data where required to:

  • Comply with legal obligations
  • Respond to lawful requests from authorities
  • Enforce our terms and conditions
  • Protect our rights, users, or others

12. Data Retention

We retain personal data only as long as necessary:

  • Account Data: Until deletion
  • Transaction Data: Up to 6 years
  • Marketing Data: Until consent is withdrawn
  • Event Data: Typically up to 2 years
  • Inactive Accounts: May be removed after 3 years of inactivity

13. Data Security

We implement appropriate technical and organisational measures to protect personal data.

This includes:

  • Restricted access to authorised individuals
  • Secure systems and processes

While we take appropriate steps, no system is completely secure. We maintain procedures to detect and respond to personal data breaches. Users are encouraged to take appropriate steps to protect their own information

14. Your Legal Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request the deletion of your data
  • Object to processing
  • Withdraw consent

You have the right to lodge a complaint with the Information Commissioner’s Office. We encourage you to contact us first so we can resolve any concerns.

15. Account Deletion

You may request deletion of your account or personal data by contacting us at:
hello@newarkbusinessclub.co.uk

We will respond within 30 days, subject to legal obligations.

16. Children’s Data

This website is not intended for children under 16. We do not knowingly collect personal data from children.

17. Third-Party Links

This website contains links to third-party websites. We are not responsible for the privacy practices or content of those external sites.

18. Cookies & Tracking Technologies

We use cookies and similar technologies, including:

  • Google Analytics
  • Meta (Facebook)
  • LinkedIn
  • Google services (Fonts and Maps)
  • YouTube

These technologies support website functionality, analytics, and marketing.
Full details are provided in our separate Cookie Policy.

19. Changes to This Policy

We may update this Privacy Policy to reflect changes in legal requirements or how we operate. Updates will be published on this page.

20. Contact

For questions about this Privacy Policy or your personal data:
Email: hello@newarkbusinessclub.co.uk