PRIVACY POLICY (EMAIL & SMS COMMUNICATIONS)
Last updated: March 2026
This Privacy Policy explains how The Dockyard Club ("we," "us," or "our") collects, uses, stores, and protects your personal data when you subscribe to or receive our email and SMS/text message communications.
We process personal data in full compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA 2018), and the Privacy and Electronic Communications Regulations 2003 (PECR).
1. Data Controller Details
The Dockyard Club is the Data Controller responsible for your personal data.
- Registered Address: Onslow Road, Southsea, PO5 2NH
- Data Protection Lead / DPO Email: DPO@dockyardclub.org.uk
- Telephone: 023 9215 5400
2. Personal Data We Collect
When you sign up to receive email or SMS communications from us, we may collect and process the following information:
- Contact Details: Home address, Email address, mobile telephone number, first name, and surname.
- Preferences: Preferred communication channel (Email and SMS) and topic preferences.
- Consent & Opt-In Records: Date, time, IP address, and form details capturing when and how you provided consent or made a purchase qualifying for the "soft opt-in."
- Interaction Data: Email open rates, link clicks, SMS delivery receipts, and opt-out/unsubscribe requests.
3. How and Why We Use Your Personal Data
We use your personal data to send you relevant updates, marketing, and transaction-related communications via email and SMS.
Legal Bases for Processing
| Purpose | Channel | Lawful Basis (UK GDPR / PECR) |
|---|---|---|
| Direct Marketing (Promotions, Offers, Newsletters) |
Email & SMS | Explicit Consent (PECR Reg 22 / UK GDPR Art 6(1)(a)): Obtained via an un-ticked opt-in box or explicit sign-up form. |
| Existing Customer Marketing ("Soft Opt-In") |
Email & SMS | Legitimate Interests (PECR Reg 22(3) / UK GDPR Art 6(1)(f)): Used only if you previously purchased or negotiated to buy similar goods/services from us and were given an opt-out choice at the time of collection. |
| Transactional & Service Updates (Order confirmations, delivery tracking, appointment alerts, security updates) |
Email & SMS | Performance of a Contract (UK GDPR Art 6(1)(b)) or Legal Obligation (UK GDPR Art 6(1)(c)). Note: PECR marketing consent does not apply to non-marketing service messages. |
4. How to Opt-Out / Withdraw Consent
You have the absolute right to stop receiving marketing communications from us at any time. Opting out of marketing will not affect transactional or service-related messages regarding existing orders or accounts.
Unsubscribing from Email
- Click the "Unsubscribe" link located at the footer of every marketing email we send.
Unsubscribing from SMS
- Reply "STOP" to any marketing SMS message you receive from us, or follow the opt-out link provided within the message.
Alternatively, you can email our team directly at dycmembership@dockyardclub.org.uk with the subject line "Unsubscribe Request", specifying your email address and/or mobile number.
5. Third-Party Service Providers (Data Processors)
We do not sell, rent, or trade your personal contact details to third parties for their own marketing purposes.
We share your data strictly with trusted third-party service providers who process data on our behalf (Data Processors) to deliver our email and SMS campaigns:
- Email Service Providers (ESPs): e.g., Mailchimp, Klaviyo, SendGrid.
- SMS Messaging Platforms: e.g., Mailchimp, Twilio, MessageBird, TextLocal.
- Customer Relationship Management (CRM) & Analytics Systems: e.g., HubSpot, Salesforce.
All processors operate under strict Data Processing Agreements (DPAs) requiring them to secure your data and act only on our documented instructions.
6. International Data Transfers
If your personal data is transferred outside the UK or the European Economic Area (EEA) (for instance, to US-based email servers), we ensure adequate safeguards are in place, such as:
- Standard Contractual Clauses (SCCs) / International Data Transfer Agreements (IDTAs) approved by the UK Information Commissioner's Office (ICO).
- Recognized adequacy decisions or certified frameworks (e.g., the UK Extension to the EU-US Data Privacy Framework).
7. Data Retention
We retain your email address and mobile number for as long as you remain an active subscriber.
- Active Subscribers: Retained for as long as you actively open, click, or engage with our communications, or until you withdraw consent.
- Unsubscribed Contacts: If you opt out, we move your details to a secure Suppression List indefinitely to ensure we respect your preference and do not accidentally message you again.
- Inactive Accounts: Contacts with no engagement for 24 Months are regularly pruned or deleted.
8. Your Legal Rights Under UK GDPR
Under data protection laws, you have rights including:
- Right of Access: Request a copy of the personal data we hold about you.
- Right to Rectification: Request correction of inaccurate or incomplete data.
- Right to Erasure ("Right to be Forgotten"): Request deletion of your personal data (subject to our legal obligations to maintain a suppression list).
- Right to Object: Object to direct marketing at any time (we will immediately comply).
- Right to Restrict Processing: Request that we temporarily suspend processing your personal data.
To exercise any of these rights, please contact us at DPO@dockyardclub.org.uk.
9. How to Lodge a Complaint
If you have concerns about how we handle your data, please contact us first so we can resolve the issue. If you remain dissatisfied, you have the right to lodge a complaint with the UK supervisory authority:
Information Commissioner’s Office (ICO)
- Website: www.ico.org.uk
- Helpline: 0303 123 1113
Cookie Use Policy
Cookies and your Privacy
This website uses cookies to allow us to see how the site is used. The cookies cannot identify you. Our website is automatically set to ‘Allow Cookies’. Your use of our website without modifying your cookie settings means you consent to our use of cookies.
What is a Cookie?
A cookie is a small text file that is placed on to your computer via your web browser when you visit a website. Cookies are used to save certain information, such as noting the last time you visited a website.
Cookies are only used to store data, they cannot be executed as code or used to deliver a virus. They are used to perform essential functions on our website. Removing them could impact your experience when using websites. They are not used to do anything harmful like start a process or infect your computer.
What Cookies do we use?
There are a number of cookies that are stored as soon as you visit our website. They were designed to be a reliable mechanism for websites to remember things that a browser had done there in the past, which can include having clicked particular buttons or having visited certain pages.
Our main cookie SessionID only stays on your computer while you are on our website. It is automatically removed when you leave our website.
We also use a limited number of ‘anonymised’ analytical cookies like Google Analytics・which allow us to recognise and count the number of visitors to our site to help us improve the way our website works, and to understand how our site is being used.
We do not present third party advertisements on our website and so we will never use third-party advertising cookies that help other businesses target their products at you through our website.
Removing Cookies
Cookies don’t stay around forever and your web browser will eventually delete them. When a website stores a cookie, it states how long the cookie should stay on the computer for, this can be for the current visit only or for a period of time, for example, one month.
You can choose to delete our, or any website, cookies from your web browser at any time (for help on how to do this, go to http://www.aboutcookies.org)
You can also set your web browser to not accept any cookies if you wish. You will still be able to view our web site