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, 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
  • Vehicle details including registration number

We record this information in a computer database and use this information in order  to manage and administer your membership whilst you remain a member of the Club. Please also see the ‘How long do we keep this information about you?’ section.

How we use your personal data

We use your personal data to manage and administer your membership. This includes the collection of payments and verifying your identity when you contact us to discuss 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 Data Protection and all associated legislation. We will also take all reasonable security measures to protect your personal data in storage.

The key component of your membership and the services we offer is the delivery, by post/email of your club magazine. Holding your name and address is therefore essential. Your personal details will be used to communicate with you for the purposes of managing your membership (egg renewal notification).

All members of the Club, whether FULL, FAMILY, or HONORARY and 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?

Any information that you choose to give us will NOT be used for marketing purposes by us. We will hold your personal data only for the purposes of administering and managing your membership.

Sharing information

We will keep information about you confidential and sharing of your personal information will only be those detailed below.

Sharing of personal data internally:

Sharing of personal data internally is done via contact to the Membership Secretary and with the member’s permission.

Committee contact details are included in the Dragon Wheel magazine


Sharing of personal data externally:

We do not share personal data externally.

How long do we keep this information about you?

We keep your information for a minimum 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 have about you, the services you receive from us. When we receive a request from you we must give you access to everything we’ve recorded about you, formal response shall include the following:

  • details of the personal data we hold about you;
  • sources from which we acquired the information;
  • the purposes for processing the information; and
  • persons or entities with which we are sharing the information.

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 why it was collected in the first place.
  • Where you have removed your consent for us to use your information.
  • 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’re required to have it by law.
  • It is for, scientific or historical research, or statistical purposes where it would make information unusable.
  • It is necessary for legal claims.

Where data has been shared

We shall communicate any rectification or erasure of personal data or restriction of processing as described above to each recipient to whom the personal data has been disclosed.

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 Membership Secretary, 16 Brenig Close, Cwm Talwg, Barry, Vale of Glamorgan, CF62 7BL or email

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: Membership Secretary, 16 Brenig Close, Cwm Talwg, Barry, Vale of Glamorgan, CF62 7BL or email

Policy changes

This Privacy Policy is regularly reviewed. This is to make sure 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. The latest version of this policy can be found at

If you have a complaint

If you have a complaint regarding the use of your personal data then please contact us by:
Writing to: Membership Secretary, 16 Brenig Close, Cwm Talwg, Barry, Vale of Glamorgan, CF62 7BL or email
And we will do our best to help you.

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.