The East Bergholt Society – Privacy Policy

This is the Data Privacy Policy for the East Bergholt Society (EBSOC) a registered Association, whose registered contact address is at Gaston House, East Bergholt, CO7 6SD. The Association is registered in England and Wales under No. 266062.

This policy is compliant with the General Data Protection Regulation (GDPR) and the Personal Electronic Communications Regulation (PECR). This policy was last revised on 19th April 2020 which is also registered as the “effective date”.

When we refer to our “site” or “website” we refer to our platforms used to inform members of the public or those registered about our site, communications we send or social media channels we use, or any other elements that link to this Privacy Policy.

Our approach to data privacy:

  • We comply with the GDPR regulation
  • We are a registered member of the Information Commissioners Office (ICO) in the United Kingdom
  • We are transparent about how we collect and process data
  • We protect ourselves from data breaches

1. Information we may collect from you

We are the data controller and responsible for your personal data, our primary point of contact for Data Protection is Rob Wombwell who can be contacted through with any queries relating to how we manage data.

Where necessary, EBSOC collects personal data from people in the normal course of its activity. We capture Name, Email, Address and Telephone numbers in order to respond to queries and comments made about our site and to promote any information that we feel is relevant to share with opted in participants.

People we collect data from can include The general public, Association Members and those that we need to contact or have a relationship with. When you give us your personal information, you agree to us processing your data within the terms set out in this policy.

2. Cookies

We use cookies on our website and will ask you for consent to capture cookies from you when you first visit our website. A cookie is a file that is stored on your browser and communicates with our web server when you visit our website. The cookie itself does not contain personal information, but may be linked to personal information (i.e. forms you have completed) that we hold about you.
For more details on cookies, please visit If you wish to unsubscribe from Cookies, then please email us at

3. Where we store your personal data

We have a strict information security programme that contains administrative, operational and technical controls that safeguard your data, including staff education and training, and proper access control. We use industry standard encryption technology; however, it is important to note that no method of transmission over the internet is 100% secure, and therefore we cannot guarantee its absolute security.

We take steps to ensure this data is only accessed by employees and our web provider as absolutely necessary. We have the appropriate security measures in place to ensure a data breach does not occur.

4. Privacy Controls

When you complete forms on our website you are given options for whether or not you are happy to receive additional content from us. You can unsubscribe at any time, by using the Unsubscribe link at the bottom of any emails we send to you, or by contacting

We will only use your data as set out in this policy, which includes:

  • Processing your information (Our contractual responsibility)
  • Communicating with you further about information relevant and relational to our site (with your consent where applicable, and as a registered contact of EBSOC)
  • To make our site easier to use

5. 3rd Parties

Data captured on our website is not shared with any third party without your permission, other than contracted data processors, such as our marketing/web provider in order to carry out communications, IT and other service providers, professional advisers such as our accountants and regulatory bodies as legally required.

6. Web Analytics

We use Google Analytics to track website usage, however this information is anonymous and cannot be used to track individuals.

7. Data Retention & Disclosure

We keep data records for as long as is necessary for administration purposes (i.e. marketing/communicating about information pertaining to the EBSOC web site where by you are a (1) registered contact within the EBSOC Web Site and/or (2) have consented to this and (3) to fulfil our legal obligations), or until asked to delete it by the individual.

If we are under a duty to disclose or share your personal data in order to comply with a legal obligation, or in order to enforce or apply our Terms of Use and other agreements, or to protect the rights, property or safety of EBSOC or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

8. Amendments

We may update this policy from time to time, any significant changes will be communicated directly, however please check this page from time to time to ensure you’re happy with any changes.

9. Children’s Data

We do not knowingly take data from individuals under the age of 18, and as such take no responsibility if it is found to be the case after such information has been registered on our site.

10. Internal data processing

Your data is not shared outside of the EU, except for use on our email marketing platform, which may have servers stored in the US. EBSOC will conduct appropriate due diligence to ensure that these such providers are compliant with EU Data Protection Laws

11. Your rights

If you require access to the information we hold on you, a correction to the information we hold on you, require us to delete the information or if you have any other questions about how we manage your data, please email You can also write to Rob Wombwell, Gaston House, Gaston Street, East Bergholt, CO7 6SD.

This policy will change from time to time and you are encouraged to revisit it to ensure you’re kept up to date. The “Effective Date” is noted at the top of this page.

You can find out more about your rights, and other information about data protection on the Information Commissioner’s Office website: