Privacy Policy

Updated 17th July 2026

Welcome to the Ealing Trailfinders Supporters’ Association website (the "Site"). We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website, sign up for membership, or interact with us.

Please read this policy carefully. If you do not agree with the terms of this privacy policy, please do not access the site.

1. Who We Are (Data Controller)

The Ealing Trailfinders Supporters’ Association is the data controller responsible for your personal data.

2. The Data We Collect About You

We may collect and process different kinds of personal data about you, depending on how you interact with us:

  • Identity Data: First name, last name, and title (e.g., when signing up for membership or filling out a contact form).

  • Contact Data: Email address, telephone number, and postal address.

  • Membership Data: Details about your supporters' association membership status, preferences, and payment history (if applicable).

  • Technical Data: Internet Protocol (IP) address, browser type, time zone setting, operating system, and platform.

  • Usage Data: Information about how you use our website, pages viewed, and navigation paths.

3. How We Collect Your Data

We collect data from you using different methods:

  • Direct Interactions: You give us your Identity and Contact Data by filling in forms on our site, registering as a member, subscribing to newsletters, or contacting us directly.

  • Automated Technologies: As you interact with our website, we may automatically collect Technical Data about your equipment and browsing actions using cookies and similar technologies.

4. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we use your personal data in the following circumstances:

Purpose / Activity

Type of Data

Lawful Basis for Processing

To register you as a new member of the Supporters' Association

Identity, Contact

Performance of a contract with you

To manage our relationship with you (e.g., sending membership renewals, notices of meetings)

Identity, Contact, Membership

Performance of a contract with you / Legitimate interests

To send you newsletters and club updates

Identity, Contact

Consent (which you can withdraw at any time)

To administer and protect our website (troubleshooting, data analysis)

Technical, Usage

Legitimate interests (running our IT services and security)

5. Sharing Your Personal Data

We do not sell, rent, or trade your personal data. We may share your personal data with:

  • Service Providers: Third-party IT, hosting, and email delivery providers who support our website operations (e.g., Mailchimp, WordPress hosts).

  • Ealing Trailfinders Rugby Club: Only where strictly necessary and with your explicit consent, or to verify stadium access/benefits associated with your membership.

  • Legal Authorities: If required to do so by law or to protect the safety and rights of our association and its members.

6. International Data Transfers

If we transfer your data outside the UK (for example, if our website host or email service provider uses servers based in the US or Europe), we ensure that appropriate safeguards are in place (such as Standard Contractual Clauses or UK Addendums) to ensure your data is treated with the same level of protection.

7. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorized way, altered, or disclosed. Access to your personal data is limited to those committee members and volunteers who have a genuine need to know.

8. Data Retention

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

  • Active Memberships: Retained for the duration of your active membership and up to [e.g., 1 year] after expiry.

  • Inquiries & Contact Forms: Retained for [e.g., 6 months] after we resolve your query.

9. Your Legal Rights

Under UK data protection laws, you have rights in relation to your personal data, including:

  • Request access to your personal data (a "data subject access request").

  • Request correction of the personal data that we hold about you.

  • Request erasure of your personal data ("the right to be forgotten").

  • Object to processing of your personal data.

  • Request restriction of processing of your personal data.

  • Request the transfer of your personal data.

  • Right to withdraw consent at any time where we are relying on consent to process your data.

To exercise any of these rights, please contact us at [Insert Contact Email]. You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

10. Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

11. Changes to This Privacy Policy

We keep our privacy policy under regular review. Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email.

Note for the Website Admin:

·       Make sure to link this policy clearly in your website footer.

·       If you collect online payments for memberships (using Stripe, PayPal, etc.), ensure you add details about the specific payment gateway in Section 5 (Sharing Your Personal Data).