Privacy Policy

Privacy Policy


Penarth & District Wargames Society (‘the Society’) is committed to protecting you and your family’s personal information when you are using this website or providing information to the Society. We want our services to be safe and enjoyable environments for our visitors and participants. This Privacy Policy relates to our use of any personal information you provide to us online, via phone or text, by email, in letters or correspondence.

In order to provide you with the full range of the Society’s services, we sometimes need to collect information about you.

This Privacy Policy explains the following:

  • what information the Society may collect about you;
  • how the Society will use information we collect about you;
  • when the Society may use your details to contact you;
  • whether the Society will disclose your details to anyone else;
  • your choices regarding the personal information you provide to us;
  • the use of cookies on the Society website

The Society is committed to safeguarding your personal information. Whenever you provide such information, we are legally obliged to use your information in line with all laws concerning the protection of personal information, including the Data Protection Act 1998 (these laws are referred to collectively in this Privacy Policy as the “data protection laws”).

The Society website, member’s areas and forums contain hyperlinks to websites owned and operated by third parties. These third party websites have their own privacy policies, including cookies, and we urge you to review them. They will govern the use of personal information you submit or is collected by cookies whilst visiting these websites. We do not accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.

What Information Will The Society Collect About Me

When you participate in, access or sign up to any of the Society’s services, activities or online content, such as newsletters, competitions, live chats, message boards, forums or telephone, vote, donate or pay any money to the Society or it’s sponsored or promoted events, book tickets for a Society event or create an account using the Society’s online member registration system we may receive personal information about you. This can consist of information such as your name, email address, postal address, telephone or mobile number or date of birth, depending on the activity.

By submitting your details, you enable the Society (and where applicable its contractors, agents or otherwise) to provide you with the services, activities or online content you select.

Please note that sometimes we will require you to provide additional personal information. When we do this we will provide further information as to why we are collecting your information and how we will use it.

The Society may also use cookies and collect IP addresses (an IP address is a number that can uniquely identify a specific computer or other network device on the internet) from visitors to the Society websites.

How Will The Society Use Any Of The Indormation They Collect About Me?

The Society will use your personal information for a number of purposes including the following:

  • to provide our services, activities or online content and to deal with your requests and enquiries;
  • for “service administration purposes”, which means that the Society may contact you for reasons related to the service, activity or online content you have signed up for, as set out below (e.g. to provide you with password reminders or to notify you that a particular service, activity or online content has been suspended for maintenance or amended);
  • to contact you about a submission you have made, including any content you provide.
  • to provide you with information about our services, activities or online content;
  • to personalise the way Society’s content is presented to you (e.g. personal greetings or the way content is presented to suit you);
  • to use IP addresses to identify the location of users, to block disruptive use, to establish the number of visits from different countries and to determine whether you are accessing the services from the UK or not.
  • to analyse and improve the services offered on Society websites. to provide you with the most user-friendly navigation experience. The Society may also use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes.

Where the Society proposes using your personal information for any other uses we will ensure that we notify you first. You will also be given the opportunity to withhold or withdraw your consent for the use of your personal information for purposes other than those listed above.

Will The Society Ever Contact Me & Why?

The Society may contact you:

  • in relation to any service, activity or online content you have signed up for in order to ensure that the Society can deliver the services to you;
  • where you have opted to receive further correspondence;
  • in relation to any contribution you have submitted to the Society, e.g. on the Society message boards, forums or via text or voicemail message if appropriate;
  • to invite you to participate in surveys about the Society services (participation is always voluntary), or other interesting and relevant search for opinions and data; and
  • for marketing purposes where you have specifically agreed to this (see below)

Local pages will give you detailed information about how the Society will contact you in relation to specific services, activities or online content.

When Will The Society Contact Me For Marketing Purposes

The Society won’t contact you for marketing purposes, or promote new services, activities or online content to you unless you specifically agree to be contacted for these purposes.

Will The Society Share My Information Or Data With Anyone Else

We will keep your information confidential except where disclosure is required or permitted by law (for example to government bodies and law enforcement agencies) or as described below. Generally, we will only use your information within the Society. However, sometimes the Society may decide to use third parties to process your information.

The Society requires these third parties to comply strictly with its instructions and the Society would require that they do not use your personal information for their own business purposes, unless you have explicitly consented to the use of your personal information in this way.

Offensive Or Inappropriate Content On The Society’s Website

If you post or send offensive, inappropriate or objectionable content anywhere on or to the Society’s websites or otherwise engage in any disruptive behaviour on any Society service, the Society may use your personal information to stop such behaviour.

Where the Society reasonably believes that you are or may be in breach of any of the laws of England and Wales (or the law of Scotland if you live there) (e.g. because content you have posted may be defamatory), the Society may use your personal information to inform relevant third parties such as your employer, school email/internet provider or law enforcement agencies about the content and your behaviour.

Persons Aged 16 Or Under

If you are aged 16 or under, please get your parent/guardian’s permission before you provide any personal information to the Society. Users without this consent are not allowed to provide us with personal information and we accept no risk, responsibility or liability where they do so, either deceptively, fraudulantly or knowingly falsify information showing them as above 16 or having parent/guardian’s permission.

How Long Will The Society Keep & Use Your Infomation For?

We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with the Society . If you cancel your registration as a Society website member and your account is deleted the Society will no longer use that information in connection with it’s online activities. If you require your personal information to be deleted from the Society’s manual accounts and administration, outside of this website, you should contact the Chairman with such request in writing. The Chairman’s details can be found here.

Where you contribute material to the Society we will generally only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted. For example, we will only keep copies of entries to a photographic competition for the duration of the competition. However other projects may have a longer, or even permanent, duration.

Where Can I Find Out What Personal Information I Held About Me?

Under the Data Protection Act you have the right to request a copy of the personal information the Society holds about you and to have any inaccuracies corrected. (We charge £5 for information requests and require you to prove your identity with 2 pieces of approved identification). We will use reasonable efforts to supply, correct or delete personal information about you on our files.

Please address requests and questions about this or any other question about this Privacy Policy to the Chairman, contacting him via his details here.

Cookies & How They may Be Used On The Society Website

a. What is a cookie?

A cookie is a small amount of data, which often includes a unique identifier that is sent to your computer or mobile phone (referred to here as a “device”) browser from a website’s computer and is stored on your device’s hard drive. Each website can send its own cookie to your browser if your browser’s preferences allow it, but (to protect your privacy) your browser only permits a website to access the cookies it has already sent to you, not the cookies sent to you by other websites. Many websites do this whenever a user visits their website in order to track online traffic flows.

On the Society’s websites, cookies record information about your online preferences and allow us to tailor the websites to your interests. Users have the opportunity to set their devices to accept all cookies, to notify them when a cookie is issued, or not to receive cookies at any time. The last of these means that certain personalised features cannot then be provided to that user and accordingly they may not be able to take full advantage of all of the website’s features. Each browser is different, so check the “Help” menu of your browser to learn how to change your cookie preferences.

During the course of any visit to a Society website, the pages you see, along with a cookie, are downloaded to your device. Many websites do this, because cookies enable website publishers to do useful things like find out whether the device (and probably its user) has visited the website before. This is done on a repeat visit by checking to see, and finding, the cookie left there on the last visit.

b. How does the Society use cookies?

Information supplied by cookies can help us to analyse the profile of our visitors and help us to provide you with a better user experience. For example, if on a previous visit you went to our education pages, we might find this out from your cookie and highlight educational information on your second and subsequent visits.

c. Third Party Cookies on The Society pages

Please note that during your visits to the Society websites you may notice some cookies that are not related to the Society or the Society’s contractors/agents/activities directly. When you visit a page with content embedded from, for example, YouTube or Flickr, you may be presented with cookies from these websites. The Society does not control the dissemination of these cookies. You should check the third party websites for more information about these.

Changes To The Privacy Policy

This Privacy Policy may be updated from time to time so you may wish to check it each time you submit personal information to the Society. The date of the most recent revisions will appear on this page. If you do not agree to these changes, please do not continue to use Society websites to submit personal information to the Society. If material changes are made to the Privacy Policy we will notify you by placing a prominent notice on the website.

Last Updated 1st October 2021