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Privacy Policy

Privacy Policy

Last Updated: May 2026

1. Who We Are

This website is owned, operated, and maintained by Southsea Sub-Aqua Club, an unincorporated association based in the United Kingdom.

  • Website Address: https://southseasubaqua.org.uk

  • Data Controller: The Club Secretary (contactable via the form below) or by post to Southsea Sub-Aqua Club, c/o Tudor Sailing Club, Eastern Road, Portsmouth, PO3 5LY.

2. Our Legal Basis for Processing Data

We collect and process your data under the following legal bases:

  • Legitimate Interests: To respond to enquiries, ensure website security, and prevent spam.

  • Contractual Necessity: Where data is required to manage your club membership or account.

3. How We Use Your Data

Contacting Us

When you reach out via our contact form, we collect the information you provide, including your name, email address, and message. We also capture your IP address and browser information to prevent automated spam.

  • Purpose: Responding to your specific enquiry.

  • Retention: This data is stored in our UK-based database and deleted after 1 year.

Cookies

We do not use tracking or advertising cookies. We only use strictly necessary cookies for website functionality, such as managing login sessions (2 days to 2 weeks), saving display preferences (1 year), or temporary browser capability checks.

4. Security & Data Processing

To protect your information and ensure the website is fast and reliable, we use a small number of trusted third-party providers:

  • Website Hosting: Our website and database are hosted on secure servers located within the United Kingdom.

  • CDN & Security: We use Cloudflare as a Content Delivery Network (CDN) and security provider. Cloudflare caches static website content globally to improve speed and processes data in transit to block cyber-attacks.

  • Email Delivery: We use AhaSend (based in the Netherlands) to handle the delivery of our emails and Google (Gmail) to store and manage club correspondence.

Data Sharing

  • Third Parties: We do not sell or share your data with third parties for marketing purposes.

  • International Transfers: While our primary database is in the UK, using industry-standard tools like Cloudflare and Google means some data (like IP addresses or email content) is processed on secure global infrastructure. We ensure these providers comply with UK data protection standards.

5. Children

Our contact form is open to everyone. If you are under 13, please check with a parent or guardian before sending us your details. We only use the information provided to answer your question.

6. Embedded Content & External Links

Pages on this site may include embedded content (e.g., videos or maps) which behave as if you visited the external website directly. These sites may collect data about you; Southsea Sub-Aqua Club is not responsible for their privacy practices.

7. Data Retention & Your Rights

  • Member Profiles: We store personal information provided in user profiles. Users can view, edit, or delete their info at any time (except usernames).

  • Your Rights: You have the right to request an exported file of your data or request the erasure of your personal information, excluding data we are legally required to keep for security or administrative purposes.

8. Questions & Contact

If you have any questions regarding this policy, please reach out to us via our Contact Form.