Privacy Notice
United Services Club (Sale & Ashton) Limited
Last updated: 31st July 2026
About this notice
United Services Club (Sale & Ashton) Limited ("the Club", "we", "us") is a registered society under the Co-operative and Community Benefit Societies Act 2014, society number 9571R. Our registered office is 30 Southern Road, Sale, Greater Manchester, M33 6HQ.
We are the data controller for the personal information described in this notice. That means we decide how and why your information is used, and we are responsible for looking after it.
This notice explains what personal information we collect, why we collect it, who we share it with, how long we keep it, and what rights you have. It applies to members, people applying to join, guests, people who hire our facilities, people who contact us, people who visit our premises, and visitors to this website.
How to contact us
For any question about this notice, or about the personal information we hold about you, please contact:
The Club Secretary at United Services Club (Sale & Ashton) Limited 30 Southern Road, Sale, Greater Manchester, M33 6HQ Email:
The information we collect
Members and people applying to join
When you apply for membership, and for as long as you remain a member, we collect and hold:
- your title, first name and surname
- your home address, including town, county and postcode
- your email address and telephone number
- your date of birth
- your sex
- your occupation
- your membership number, the date you joined and your membership category
- a record of your subscription payments and any arrears
- any record of a complaint, warning, suspension or expulsion under the Club's rules
- your login details for our members' area, where you use it
We do not ask for next of kin or emergency contact details.
We collect this information directly from you, through our membership application form and through our members' app.
Guests
If a member signs you in as a guest, we record your name, the date of your visit and the name of the member who introduced you. We do this because our rules and the conditions of our premises licence require a record of visitors.
Function and facility hire
If you book a function or hire part of our premises, we collect your name, address, telephone number and email address, together with the details of your booking and a record of your payment.
Staff and bar workers
If you work for us, we hold the information we need to employ you, pay you and meet our duties as an employer. This includes your contact details, your date of birth, your right to work documents, your bank details, and your tax and National Insurance information.
Accidents and health information
If there is an accident on our premises, we record what happened and who was involved, as health and safety law requires. If you tell us about an access requirement or a health condition so that we can support you, we record only what we need in order to do that.
Information about your health is "special category" information, which the law protects more strictly. We use it only where we have an additional lawful reason to do so, which for us is usually that it is necessary to meet our obligations in the field of employment and health and safety, or to protect someone's vital interests in an emergency.
CCTV
We operate CCTV on our premises for the safety of members, guests and staff, for the prevention and detection of crime, and to meet the requirements of our premises licence.
Cameras are sited around the building and recordings are kept for up to 28 days and are then overwritten or deleted, unless a recording is needed for an investigation, an insurance claim or a legal matter, in which case it is kept separately for as long as needed for that purpose.
Access to recordings is restricted to members of the club's committee. We disclose recordings outside the Club only to the police, our insurer, our legal advisers or the licensing authority, and only where there is a proper reason to do so.
Payments
We accept payment by cash and by card. Card payments are handled by our card payment provider. We do not receive or store your full card details. We keep a record of the transaction for our accounts.
Our members' app and website
We run a members' app and database. When you use it we hold your membership record, your login details and a record of your use of the service.
Our website is currently hosted on Joomla and is moving to WordPress. When you visit it we may collect:
- information you give us through our contact form, including your name, email address and your message
- technical information collected automatically, including your IP address, browser type and the pages you visit
- information collected through cookies, as explained under "Cookies" below
Why we use your information, and our lawful basis
Data protection law requires us to have a lawful basis for using your personal information. Ours are set out below.
| What we use it for | Our lawful basis |
|---|---|
| Processing your application and administering your membership | Performance of our contract with you, being the contract of membership under the Club's rules |
| Confirming you meet the minimum age for membership | Legal obligation, and performance of our contract with you |
| Collecting subscriptions and other payments due to us | Performance of our contract with you |
| Keeping the register of members | Legal obligation, under the Co-operative and Community Benefit Societies Act 2014 |
| Calling and running general meetings, and holding elections | Legal obligation, and performance of our contract with you |
| Keeping our accounts and making returns to the Financial Conduct Authority and HMRC | Legal obligation |
| Meeting the conditions of our premises licence, including the visitors' book | Legal obligation |
| Dealing with conduct, complaints and discipline under the Club's rules | Performance of our contract with you, and our legitimate interests in running an orderly Club |
| Operating CCTV | Our legitimate interests in protecting people and property, and meeting the conditions of our premises licence |
| Recording accidents | Legal obligation |
| Sending you Club notices, such as meetings, rule changes and subscription reminders | Performance of our contract with you |
| Sending you news about events and activities | Your consent, or our legitimate interests in keeping members informed |
| Answering enquiries sent through our website | Our legitimate interests in responding to people who contact us |
| Taking and publishing photographs at Club events | Our legitimate interests in promoting the Club, and your consent where you are the clear subject of a photograph |
| Employing and paying our staff | Performance of a contract, and legal obligation |
| Establishing, exercising or defending legal claims, and dealing with insurance | Our legitimate interests, and legal obligation |
Where we rely on our legitimate interests, we have considered whether those interests are outweighed by your rights, and we have concluded that they are not. You can object at any time, as explained under "Your rights" below.
Keeping you informed, and marketing
We contact you about Club business, such as notices of meetings, changes to the rules, subscription reminders and matters affecting your membership. We send these because you are a member.
We also send news about events and activities at the Club. We use Mailchimp to send emails, and our members' app to send updates. Mailchimp is a service provided by Intuit, and information sent through it may be stored outside the United Kingdom. See "Sending information outside the UK" below.
You can ask us to stop sending you news and event messages at any time, by contacting us using the details above, by using the unsubscribe link in any email, or through your settings in the members' app. We will still need to send you notices about your membership and about meetings.
Photographs and social media
We take photographs at Club events and use them on our website, our noticeboard and our social media pages.
We will tell you when photography is taking place at an event, by a notice at the entrance and by an announcement. If you would prefer not to appear, please tell a member of the Committee or the photographer, and we will respect that. We will not publish a photograph in which a child is the main subject without the agreement of a parent or guardian. If a photograph of you has been published and you would like it removed, contact us and we will take it down.
Who we share your information with
We do not sell your personal information, and we do not share it for anyone else's marketing.
We share it only where we need to, and only with:
- our accountant and, where one is appointed, our auditor
- the Financial Conduct Authority, as the registrar of societies
- HM Revenue and Customs
- Trafford Council, in connection with our premises licence
- our insurers and, where needed, our legal advisers
- our card payment provider
- the police or another authority, where the law requires it or where there is a proper reason connected with the prevention or detection of crime
- the suppliers who provide the technology we use, listed below
The suppliers who handle personal information on our behalf are:
| Supplier | What they do for us |
|---|---|
| Vercel | Hosts our members' app |
| Supabase | Hosts our membership database |
| Mailchimp (Intuit) | Sends our member emails |
| LS25 Web Hosting | Hosts our website |
| EVO Payments | Processes card payments |
Each of these acts on our instructions and is required to keep your information secure and to use it only for the purposes we have agreed.
Sending information outside the UK
Our members' app and our membership database are hosted in the United Kingdom, in London. Your membership information is stored here.
Some of the companies who provide our technology are based outside the United Kingdom, and their staff may need to access information in order to support the service. Our email service, Mailchimp, stores information outside the United Kingdom.
Where information is stored or accessed outside the United Kingdom, we make sure it receives a level of protection equivalent to that required under UK law. We do this by relying on the UK International Data Transfer Agreement, or the UK Addendum to the European Commission's standard contractual clauses, or an adequacy decision covering the country concerned.
How long we keep your information
We keep personal information only for as long as we need it.
| Type of record | How long we keep it |
|---|---|
| Register of members, being name, address and the dates of joining and leaving | Kept permanently, as required for a registered society under the Co-operative and Community Benefit Societies Act 2014 |
| Wider membership file for former members, including contact details, payment history and app account | 6 years after membership ends, then deleted |
| Subscription and financial records | 6 years after the end of the financial year to which they relate |
| Visitors' book | For 12 months following your visit |
| Function and hire bookings | For 6 years after the event |
| Accident records | 3 years from the date of the accident, or until the person's 21st birthday where they were under 18 |
| Disciplinary records | For 6 years after the matter is concluded |
| CCTV recordings | Up to 28 days, unless needed for an investigation, claim or legal matter |
| Staff records | 6 years after employment ends, except right to work documents which are kept for 2 years after employment ends |
| Website and contact form enquiries | For 3 months after the enquiry is dealt with |
We keep a permanent record of the Club's membership over time as part of the Club's own history and because we are required to maintain a register of members. That historical record is limited to names and the dates of membership, and is not used for any other purpose.
When information is no longer needed, we delete it or destroy it securely.
Cookies
Our website uses cookies, which are small files placed on your device.
We use cookies that are necessary for the site to work and for you to log in to the members' area. These do not need your permission.
You can also control cookies through your browser settings. Blocking all cookies may stop parts of our site working properly.
Keeping your information secure
We take appropriate steps to keep your personal information safe. Paper records are kept securely at the Club and access is limited to those who need it. Our membership database is protected by passwords and access controls, and is available only to those Committee members and staff who need it to carry out their role.
If a breach of personal information happens that is likely to put you at risk, we will report it to the Information Commissioner's Office, and we will tell you where the law requires us to.
Your rights
Under data protection law you have the right to:
- be told how we use your personal information, which is what this notice does
- ask for a copy of the personal information we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete information, where there is no good reason for us to keep it
- ask us to restrict how we use your information while a concern is being resolved
- object to us using your information where we rely on our legitimate interests, and to object at any time to receiving marketing
- ask us to transfer your information to you or another organisation in a portable format, where that right applies
- withdraw your consent at any time, where we rely on consent
Some of these rights apply only in certain circumstances. For example, we cannot delete information that we are required by law to keep, such as the register of members or our accounting records.
To exercise any of these rights, contact us using the details at the top of this notice. We will respond within one month. There is normally no charge.
Complaints
If you are unhappy with how we have handled your personal information, please tell us first so that we have the chance to put it right.
You also have the right to complain to the Information Commissioner's Office, which is the UK's independent regulator for data protection:
Information Commissioner's Office Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Helpline: 0303 123 1113 Website: ico.org.uk
Changes to this notice
We may update this notice from time to time. The date at the top shows when it was last changed. Where the change is significant, we will tell members directly.