1. Introduction
Welcome to the Privacy Policy of **The White House Club** (referred to as "the Club", "we", "us", or "our"). Established in 1933, the Club operates as a private, family-friendly naturist leisure, sports, and social sanctuary in Surrey, UK. We are committed to protecting the privacy, dignity, and personal data of our members, prospective members, and visitors.
This policy explains how we collect, use, store, and safeguard your personal information when you use our website, membership register, and bookings system.
2. The Core Principle: Absolute Privacy
Due to the unique nature of our clothing-free leisure facility, physical and digital privacy are the foundational pillars of our community:
- Strict Photography Ban: The use of cameras, smartphones, or any recording devices in any shared area of the Club grounds, pool, clubhouse, or sports facilities is strictly prohibited.
- Confidential Registry: Your status as a member of the White House Club is held in the strictest confidence. We do not publish member directories publicly, nor do we sell or share member databases with any third-party organizations.
3. Information We Collect
To run the Club and manage our facilities, we collect the following categories of information:
- Identity and Contact Data: First name, last name, email address, telephone number, residential address, postcode, and date of birth.
- Profile Photo: A photograph uploaded to the member database to verify membership status at the gate.
- Emergency Details: Name and contact number of a designated emergency contact.
- Booking Information: Dates, times, and facilities booked (e.g. room bookings, court times, sauna slots, or event RSVPs).
- Vetting Notes: Short internal records kept by the Club Secretary regarding initial visits, telephone check-ins, or membership approvals.
4. How We Use Your Data
We process your personal information only when we have a legitimate legal basis, including:
- To Manage Membership: Maintaining registration files, verification on entry, processing subscription renewals, and sending important administrative notices.
- To Operate Bookings: Allowing you to book tennis courts, guest rooms, sauna sessions, and RSVP to social events.
- Safety & Duty of Care: Accessing emergency contact details in the event of an accident or medical issue on site.
- Legitimate Club Communications: Sending newsletters, social invitations, or updates regarding the pool and grounds (which you can opt out of at any time).
5. Data Storage & Retention
All digital member files and booking records are stored securely on our localized server.
- Active membership records are kept for the duration of your active membership.
- If you leave the Club, your profile photograph is deleted immediately, and other identification data is archived or anonymized after 12 months, except where statutory accounting laws require us to retain payment histories.
6. Your Rights
Under the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018, you hold rights regarding your data:
- Access: The right to request a complete copy of all records held about you in the Club database.
- Rectification: The right to update or correct inaccurate details in your registry file.
- Erasure: The right to request complete deletion of your member details (note: this will result in termination of membership).
To exercise any of these rights, please contact our Club Secretary at **info@whitehouseclub.org.uk** or call us directly.
7. Security Measures
We employ strict security measures, including database access permissions restricted to authorized committee officers, SSL encryption on all network requests, and secure password-protected local database files.