Privacy Policy

PRIVACY POLICY

Newark and District Piscatorial Federation

Last updated: April 2026

1. Who We Are

Newark and District Piscatorial Federation (“the Federation”, “we”, “us”, “our”) is a voluntary angling club based in Newark-on-Trent, Nottinghamshire, UK. We are the data controller responsible for your personal data.

Contact: secretary@newarkpiscatorial.com

Website: https://newarkpiscatorial.com

2. What Data We Collect

2.1 Membership and account data

Full name
Email address
Membership type and status
Purchase history and order details (membership, day tickets, guest tickets)
Date of first membership registration
Account role (member, bailiff, or administrator)

2.2 Mobile app data

Login credentials (email and password) — held in device memory only during your session, never stored on device
GPS location — only when you voluntarily submit a violation or poaching report via the app
QR code scan logs — when a bailiff scans your membership pass, a record is created including the date, time, bailiff name, and pass details

2.3 Website data

Cookies — see Section 8 below
Contact form submissions (name, email, message)

3. Why We Process Your Data and Our Lawful Basis

Under UK GDPR Article 6, we rely on the following lawful bases:

Contract (Art. 6(1)(b)): Processing your name, email, and order history is necessary to manage your membership and provide access to Federation waters.

Legitimate interests (Art. 6(1)(f)): We process QR scan logs to verify fishing permits and prevent poaching. We process violation reports to protect Federation waters and members.

Legal obligation (Art. 6(1)(c)): We may retain financial records to comply with HMRC requirements.

4. How Long We Keep Your Data

Account and membership data: Retained while your account is active and for 7 years after the last transaction, in line with HMRC guidance.

QR scan logs: Automatically deleted after 12 months.

Violation reports: Retained for 3 years or until any related matter is resolved.

Contact form submissions: Retained for 12 months.

5. Who We Share Your Data With

We do not sell your personal data. We may share data with:

WooCommerce / Automattic — our e-commerce platform, which processes membership and ticket payments. Hosted within the EU/UK under standard contractual clauses.
WordPress / web hosting provider — the platform on which our website and member portal are hosted.
Authorised Federation bailiffs — who may view your name and pass status when verifying your permit.
Law enforcement — if required by law or to protect the safety of members or Federation property.

All third parties are required to respect the security of your data and to treat it in accordance with UK data protection law.

6. Your Rights

Under UK GDPR you have the following rights:

Right of access — you may request a copy of the personal data we hold about you.
Right to rectification — you may ask us to correct inaccurate or incomplete data.
Right to erasure — you may ask us to delete your data where there is no compelling reason for us to continue processing it.
Right to restriction — you may ask us to restrict how we use your data in certain circumstances.
Right to data portability — you may request your data in a structured, machine-readable format.
Right to object — you may object to processing based on legitimate interests.

To exercise any of these rights, please contact us at: secretary@newarkpiscatorial.com

We will respond to all requests within 30 days. We will not charge a fee for reasonable requests.

7. Data Security

We take appropriate technical and organisational measures to protect your personal data, including:

All data is transmitted over HTTPS (encrypted connection).
Passwords are stored using industry-standard hashing — we do not have access to your plain-text password.
The member app stores your password only in device RAM during your session and clears it on logout.
Access to membership data is restricted to authorised administrators and bailiffs only.
Login attempts are rate-limited to prevent brute-force attacks.

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and inform affected individuals without undue delay.

8. Cookies

Our website uses cookies to provide a better browsing experience. Cookies are small files stored on your device. We use:

Essential cookies: Required for the website and member portal to function (e.g., login session, shopping cart). These cannot be disabled.

Analytics cookies: Used to understand how visitors use the site (e.g., Google Analytics), if enabled. You can decline these.

You can control cookie preferences through your browser settings. Disabling essential cookies may affect your ability to log in to the member portal.

9. Mobile Application

The Newark Piscatorial Member App is available on Android and (in future) iOS. The app:

Requires login with your Federation email and password.
Accesses your membership passes and QR codes from our secure server.
May request access to your GPS location if you submit a violation report — this is optional and only used for the report.
May request access to your camera if you are a bailiff using the QR scanning feature.
Does not track your location in the background.
Does not share your data with third-party advertisers.

10. Children

Our services are not directed at children under the age of 13. Junior memberships require a parent or guardian to register on the child’s behalf. We do not knowingly collect personal data from children under 13 without parental consent.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the date at the top of this page and, where appropriate, notify members by email. We encourage you to review this policy periodically.

12. How to Complain

If you have concerns about how we handle your personal data, please contact us first at secretary@newarkpiscatorial.com and we will do our best to resolve the matter.

If you remain unsatisfied, you have the right to lodge a complaint with the UK’s supervisory authority:

Information Commissioner’s Office (ICO): https://ico.org.uk | 0303 123 1113