TheClub Privacy Policy

1. Who Are We?

This Site is operated by TheClub Group Ltd trading as TheClub group; a company registered in England and Wales under registration number 11953713
Our registered address is 31 Newlands Park, Bedmond Road, Abbots Langley, England, WD5 0RR. You can contact us as indicated under the “Contact” section below.

The data controller responsible for your personal data is TheClub Group Ltd trading as TheClub Group with whom you contract as a customer, member or membership applicant

2. What Is This Privacy Policy Is For?

This privacy policy (“Privacy Policy”) applies to personal data that we collect from you as a user of this Site or as a membership applicant, member or customer (“you” or “your” being interpreted accordingly). It provides information on what personal data we collect, why we collect the personal data, how it is used and the lawful basis on which your personal data is processed, and what your rights are under the applicable data protection and privacy laws, including the General Data Protection Regulation (“GDPR”) which will become applicable to us and you as of 25 May 2018.
‘Personal data’ as used in this Privacy Policy means any information that relates to you from which you can be identified.

By using our Site or submitting your personal data you are taken to accept the terms of this Privacy Policy, so please read it carefully.

3. Personal Data We Collect

We collect the following personal data about you:

  • Membership Application: The personal details you provide when submitting a membership application. This includes your name, address, e-mail address; business address and phone number; gender and date of birth; country; a picture of yourself; information about your work and other information that you elect to provide to support your application.
  • Reservation Information: Personal data collected in relation to reservations, such as your first and last name, email address, billing and payment information (for further details please also refer to the section below headed “Payment Information”) will be processed in accordance with a privacy policy provided at the time of requesting a reservation or booking so please ensure that you read our privacy notice on the reservation website that we may provide to you when we collect or process your personal data.
  • Other Information: Personal details you choose to give when corresponding with us by phone or e-mail, participating in user/customer/member surveys or otherwise visiting and interacting with this Site or any other websites we operate, and personal data that you provide to us when you use one of our Clubs. We can also combine personal data that you provide to us with other information we collect about you when you make a reservation through third-party services such as online restaurant- as necessary to process your requests.

4. Automatically Collected Personal Data

  • Log Data: When you visit our Site, our servers record information (“log data”), including information that your browser automatically sends whenever you visit the Site. This log data includes your Internet Protocol (“IP”) address (from which we understand the country you are connecting from at the time you visit the Site), browser type and settings, the date and time of your request.
  • Our Site uses cookies (small text files placed on your device) and similar technologies to distinguish you from other users. This is to provide you with a good user experience when you browse our Site and allows us to improve its features. For detailed information on the cookies and similar technologies we use, please see our Cookie Policy.

5. How We Use Your Personal Data

We use your personal data in the following ways:

  • To acknowledge, confirm and deal with your membership application (and where necessary put you on our waiting list). Such use of your data is necessary in order to implement your request to become a member.
  • Where you are a member, provide you with membership services, administer your membership account and contact you regarding your use of the services. Such use is necessary to respond to or implement your request and for the performance of the contract between you and us.
  • To complete and fulfil your reservation, for example to process your payment and provide you with related customer service, including sending confirmations or pre-arrival messages, events or celebrations. Such use is necessary for the performance of the contract between you and us.
  • To contact you in connection with user/customer/member surveys and use any information you choose to submit in response, provided that you gave us your consent to being contacted in this way at the time you provided us with the personal data.
  • TheClub Group Ltd trading as TheClub Group may provide you, or permit selected third party service providers to provide you, with information about goods or services, events and other promotions we feel may interest you as a member or membership applicant. We (or such third party providers) will contact you by email only with your consent, which was given at the time you provided us with the personal data.
  • As necessary for certain legitimate business interests, which include the following:
  • where we are asked to deal with any enquiries or complaints you make.
  • to administer our Site, to better understand how visitors interact with our websites and ensure that our Site is presented in the most effective manner for you and for your computer/device.
  • to conduct analytics to inform our marketing strategy and enable us to enhance and personalise the experience we offer to our members and our communications, including by creating customer or member profiles to enable personalised direct marketing communications.
  • to provide postal communications which we think will be of interest to you.
  • if you ask us to delete your data or to be removed from our marketing lists and we are required to fulfil your request, to keep basic data to identify you and prevent further unwanted processing.
  • to share personal data among our affiliated businesses for administrative purposes, for providing membership services and in relation to our sales and marketing activities.
  • we may anonymise, aggregate and de-identify the data that we collect and use such anonymised, aggregated and de-identified data for our own internal business purposes, including sharing it with our current and prospective members, business partners, our affiliated businesses, agents and other third parties for commercial, statistical and market research purposes, for example to allow those parties to analyse patterns among groups of people, and conducting research on demographics, interests and behaviour.
  • for internal business/technical operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes and as part of our efforts to keep our Site, network and information systems secure.
  • to (a) comply with legal obligations, (b) respond to requests from competent authorities; enforce our Club Code of conduct; (d) protect our operations or those of any of our affiliated businesses; (e) protect our rights, safety or property, and/or that of our affiliated businesses, you or others; and (f) enforcing or defending legal rights, or preventing damage.
  • We may use your personal data for other purposes which you have consented to at the time of providing your data.


As used in this Privacy Policy, “legitimate interests” means the interests of TheClub Group Ltd trading as TheClub Group in conducting and managing our organisation. When we process your personal data for our legitimate interests, we make sure to consider and balance any potential impact on you, and your rights under data protection laws. Our legitimate interests do not automatically override your interests. We will not use your personal data for activities where our interests are overridden by the impact on you, unless we have your consent or those activities are otherwise required or permitted to by law. You have the right to object at any time to processing of your personal data that is based on our legitimate interests, on grounds relating to your particular situation (for more information on your rights, please see “Your Data Protection Rights” section below).

6. Disclosure Of Your Information

We share your personal data with third parties in the following situations:

  • Service Providers: TheClub Group Ltd trading as TheClub Group, like many businesses, sometimes hires selected third parties who act on our behalf to support our operations, such as (i) card processing or payment services (see the section below headed “Payment Information”), (ii) credit reference agencies to protect against possible fraud, (iii) IT suppliers and contractors (e.g. data hosting providers or delivery partners) as necessary to provide IT support and enable us to provide membership services and other goods/services available on this Site or to members, (iv) web analytics providers, (v) providers of digital advertising services and (vi) providers of CRM, marketing and sales software solutions. Pursuant to our instructions, these parties may access, process or store your personal data in the course of performing their duties to us and solely in order to perform the services we have hired them to provide.
  • Business Transfers: if we sell our business or our company assets are acquired by a third party personal data held by us about our members, membership applicants or customers may be one of the transferred assets.
  • Administrative and Legal Reasons: if we need to disclose your personal data (i) to comply with a legal obligation and/or judicial or regulatory proceedings, a court order or other legal process. (ii) to enforce our Terms & Conditions, or other applicable contract terms that you are subject to or (iii) to protect us, our members, membership applicants, or contractors against loss or damage. This may include (without limit) exchanging information with the police, courts or law enforcement organisations.

7. Payment Information

We may arrange that card or payment data you submit in support of a membership application or subscription fee is stored for the purpose of processing your application, initiating your membership and collecting your subscription fees if your initial application is successful.

We store and use this card or payment information for the purpose of processing any future payments that you make as a member for additional goods and services. We will store this data in accordance with our legal obligations under applicable law and only for so long as legally permitted.

You may choose to opt out of us holding your card or payment data although this means that you will need to re-supply us with card/payment details to initiate your membership subscription fee or for the purpose of making any future purchases.