1 - Introduction
This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.
We know that there’s a lot of information here, but we want you to be fully informed about your rights, and how the Wednesday Business Club uses your data; for example we will explain things such as how we use your data to build a picture of you.
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.
2 - Who are The Wednesday Business Club?
The Wednesday Business Club. – which we’ll refer to as ‘WBC’ in this document – is a small networking group business:
WBC – operates solely within the UK. For simplicity throughout this notice, ‘we’ and ‘us’ means the WBC and its brand.
3 - Explaining the legal basis upon which we rely
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:
Consent
In specific situations, we can collect and process your data with your consent. For example, when you tick a box to receive email newsletters. When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.
Contractual obligations In certain circumstances, we need your personal data to comply with our contractual obligations.
Legal compliance
If the law requires us to, we may need to collect and process your data.
For example, we can pass on details of people involved in fraud or other criminal activity affecting the Company to law enforcement
Legitimate interest
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
For example, we will use your visiting history to send you marketing.
We also combine the visiting history of many customers to identify trends and ensure we can keep up with demand, or develop new products/services.
4 - When do we collect your personal data?
- When you visit our website, and use your account to access information and services from the WBC on the phone, in a venue or online.
- When you make an online purchase and check out as a guest (in which case we just collect transaction-based data).
- When you create an account with us.
- When you purchase advance boooking but don’t have (or don’t use) an account.
- When you engage with us on social media.
- When you contact us by any means with queries, complaints etc.
- When you ask one of our team to email you information about a booking or for further information.
- When you enter prize draws or competitions.
- When you book any kind of appointment with us or book to attend an event, for example a ‘networking meeting’.
- When you choose to complete any surveys we send you.
- When you comment on or review our events or meetings.
- Any individual may access personal data related to them, including opinions. So if your comment or review includes information about the member of staff who provided that service, it may be passed on to them if requested.
- When you fill in any forms. For example, if an accident happens at our premises, a members of staff may collect your personal data.
- When you’ve given a third party permission to share with us the information they hold about you.
- When you use our venues where car parks will usually have CCTV systems operated for the security of both customers and staff members. These third party systems may record your image during your visit.
5 - What sort of personal data do we collect?
- If you have a web account with us: your name, gender, date of birth, billing/delivery address, orders and receipts, email and telephone number. For your security, we’ll also keep an encrypted record of your login password.
- Details of your interactions with us at a venue or online
- For example, we collect notes from our conversations with you, details of any complaints or comments you make, details of purchases you made, items viewed or added to your basket, voucher redemptions, brands you show interest in, web pages you visit and how and when you contact us.
- Details of your visiting preferences.
For example, which of our meetings and events you prefer to visit and where you redeem your vouchers. - Details of your visits to our websites, and which site you came from to ours.
- Information gathered by the use of cookies in your web browser. Learn more about how we use cookies and similar technologies.
- Personal details which help us to recommend items of interest.For example, you might tell us your speaker preferences, which we’ll use to guide our suggested items.
We’ll only ask for and use your personal data collected for recommending items of interest and to tailor your visiting experience with us. Of course, it’s always your choice whether you share such details with us.
- Payment card information.
- Your comments and product reviews.
- Your image may be recorded on CCTV when you visit a venue or car park.
- Your car number plate may be recorded at a venue car park.
- To deliver the best possible web experience, we collect technical information about your internet connection and browser as well as the country and telephone code where your computer is located, the web pages viewed during your visit, the advertisements you clicked on, and any search terms you entered. Learn more about this.
- Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback.
6 - How and why do we use your personal data?
We want to give you the best possible customer experience. One way to achieve that is to get the richest picture we can of who you are by combining the data we have about you.
We then use this to offer you promotions, products and services that are most likely to interest you.
The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.
Of course, if you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section below.
Remember, if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services you’ve asked for.
7 - Combining your data for personalised direct marketing
We may wish to bring you offers and promotions that are most relevant to your interests at particular times. To help us form a better, overall understanding of you as a customer, we combine your personal data gathered across the WBC as described above, for example your visiting history at Wednesday Business Club. For this purpose we also combine the data that we collect directly from you with data that we obtain from third parties to whom you have given your consent to pass that data onto us.
8 - How we protect your personal data?
We know how much data security matters to all our customers. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.
We secure access to all transactional areas of our websites using ‘https’ technology.
Access to your personal data is password-protected, and sensitive data (such as payment card information) is secured by SSL encryption.
We regularly monitor our system for possible vulnerabilities and attacks.
9 - How long will we keep your personal data?
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.
At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.
Some examples of customer data retention periods: Bookings
When you book an event, we’ll keep the personal data you give us for five years so we can comply with our legal and contractual obligations. In the case of certain cases, we’ll keep the data for 10 years.
10 - Who do we share your personal data with?
We sometimes share your personal data with trusted third parties.
For example, delivery couriers, for fraud management, to handle complaints, to help us personalise our offers to you and so on.
Here’s the policy we apply to those organisations to keep your data safe and protect your privacy:
- We provide only the information they need to perform their specific services.
- They may only use your data for the exact purposes we specify in our contract with them.
- We work closely with them to ensure that your privacy is respected and protected at all times.
Examples of the kind of third parties we work with are:
- IT companies who support our website and other business systems.
- Google/Facebook to show you events and meetings that might interest you while you’re browsing the internet. This is based on either your marketing consent or your acceptance of cookies on our websites.
Sharing your data with third parties for their own purposes:
We will only do this in very specific circumstances, for example: With your consent, given at the time you supply your personal data, we may pass that data to a third party for their direct marketing purposes.
- Our website may include links to third-party websites, plug-ins and applications, for example when you click the link to register for an event, you may be taken to a third party such as Eventbrite. We do not control these third party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
- For fraud management, we may share information about fraudulent or potentially fraudulent activity in our premises or systems. This may include sharing data about individuals with law enforcement bodies.
- We may also be required to disclose your personal data to the police or other enforcement, regulatory or Government body, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and take the privacy of our customers into consideration.
- We may, from time to time, expand, reduce or sell the WBC and this may involve the transfer of the whole business to new owners. If this happens, your personal data will, where relevant, be transferred to the new owner or controlling party, under the terms of this Privacy Notice.
- For further information please contact our Data Protection Officer.
To help personalise your journey through the WBC website we currently use the following companies, who will process your personal data as part of their contracts with us:
- MailChimp
- Microsoft
- Meta
- Joomla
- Square
11 - What are your rights over your personal data?
An overview of your different rights
You have the right:
- to ask us not to process your personal data for marketing purposes;
- to ask us not to process your personal data where it is processed on the basis of legitimate interests provided that there are no compelling reasons for that processing;
- to withdraw your consent at any time. However, this will not affect the lawfulness of any processing carried out before you withdrew your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent;
- to ask us not to process your personal data for scientific or historical research purposes, where relevant, unless the processing is necessary in the public interest;
- to request from us access to personal data we hold about you;
- to ask for the information we hold about you to be rectified if it is inaccurate or incomplete;
- to ask for data to be erased provided that the personal data is no longer necessary for the purposes for which it was collected, you withdraw consent (if the lawful basis for processing is consent), you exercise your right to object, set out below, and there are no overriding legitimate ground for processing, the data is unlawfully processed, the data needs to be erased to comply with a legal obligation:
- to ask for the processing of that information to be restricted if the accuracy of that data is contested, the processing is unlawful, the personal data is no longer necessary for the purposes for which it was collected or you exercise your right to object (pending verification of whether there are legitimate grounds for processing); and
- to ask for data portability if the processing is carried out by automated means and the legal basis for processing is consent or contract.
To ask for your information, please contact Data Protection Officer, Wednesday Business Club, 52 Buckingham Road, Bicester, Oxfordshire, UNITED KINGDOM OX26 6EF , or email
If we choose not to action your request we will explain to you the reasons for our refusal.
Your right to withdraw consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
Direct marketing
You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
12 - How can you stop the use of your personal data for direct marketing?
There are several ways you can stop direct marketing communications from us:
• Click the ‘unsubscribe’ link in any email communication that we send you. We will then stop any further emails from that particular mailing list.
• If you have an account, log in into your Wednesday Business Club account, visit the ‘My Account’ area and change your preferences.
• Write to Data Protection Officer, 52 Buckingham Road, Bicester, Oxfordshire, UNITED KINGDOM OX26 6EF
• Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.
13 - Contacting the Regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113.
Or go online to www.ico.org.uk/concerns (opens in a new window; please note we can't be responsible for the content of external websites).
Any questions?
We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.
If you have any questions that haven’t been covered, please contact our Data Protection Officer who will be pleased to help you:
Email us at
Or write to us at Data Protection Officer, 52 Buckingham Road, Bicester, Oxfordshire, UNITED KINGDOM OX26 6EF
This notice was last updated on 30/01/2024
