Privacy Policy

Last updated: July 12th 2025

This Privacy Policy explains how the Surrey and Sussex BMW Owners Club (“we”, “our”, or “us”) collects, uses, and protects your personal information when you visit our website https://surreysussexbmwoc.co.uk, contact us, join the club, or make a purchase from our online shop.

We are committed to protecting your privacy and handling your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Surrey and Sussex BMW Owners Club
Email: info@surreysussexbmwoc.co.uk
Website: https://surreysussexbmwoc.co.uk

2. What Personal Data We Collect

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

When you use our Contact Form:

• Full name
• Email address
• Telephone number
• Message content

When you use the Join the Club Form:

• Full name
• Email address
• Telephone number
• BMW model
• Instagram handle (optional)
• Message content

When you use our Online Store (via WooCommerce):

• Full name
• Billing and shipping addresses
• Email address
• Phone number
• Order details

Payment information such as credit or debit card details is not collected or stored by us. All payments are securely processed by Stripe, our third-party payment processor.

3. How We Use Your Data

We use your data for the following purposes:

• To respond to enquiries submitted via the contact form
• To process and manage membership applications
• To fulfil product orders placed via the online shop
• To provide member-related communications (e.g. events, updates)
• To meet legal obligations

We do not use your data for profiling or automated decision-making.

4. Legal Basis for Processing

We rely on the following lawful bases to process your data:

• Consent – when you submit information via our forms
• Contract – to process orders or club memberships
• Legal obligation – to comply with applicable laws (e.g. tax regulations)
• Legitimate interests – for general club administration and communication

5. How We Store and Protect Your Data

We take appropriate security measures to protect your data, including:

• Secure website (HTTPS)
• Strong passwords and access controls
• Regular software updates

Your data is stored securely within the UK or the EEA. Where we use third-party processors (e.g. Stripe), we ensure they comply with UK GDPR.

6. Sharing Your Information

We do not sell, trade, or rent your personal information.

We may share your data with trusted third parties where necessary, including:

• Payment processor (Stripe)
• Website hosting provider
• Email communication tools (if applicable)

All third-party services are contractually required to protect your data.

7. Cookies

Our website may use cookies to enhance your experience. For full details, please refer to our Cookie Policy. You can control cookies through your browser settings.

8. How Long We Keep Your Data

We retain personal data only as long as necessary:

• Enquiry form data: up to 12 months
• Club membership records: while your membership is active and for up to 6 years after expiry (for legal reasons)
• Order details: for at least 6 years for accounting purposes

9. Your Rights

Under the UK GDPR, you have the following rights:

• The right to access your data
• The right to correct inaccurate data
• The right to request erasure (in some circumstances)
• The right to object or restrict processing
• The right to data portability (if applicable)
• The right to withdraw consent at any time (where processing is based on consent)

To exercise any of these rights, please contact us at info@surreysussexbmwoc.co.uk.

10. Contacting Us

If you have any questions about this privacy policy or how your data is handled, please contact:

Surrey and Sussex BMW Owners Club
Email: info@surreysussexbmwoc.co.uk

11. Complaints

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
https://ico.org.uk