Privacy Policy

UK General Data Protection Regulation (UK GDPR) Privacy Notice

Effective Date: October 2025
Last Updated: October 2025

The North Midlands Group of the National Vintage Tractor & Engine Club (“we”, “us”, “our”) is committed to protecting your personal data. This Privacy Notice explains how we collect, use, and store personal information for both members, guests, and website users, and outlines your rights under the UK General Data Protection Regulation (UK GDPR).

By using our website (https://nvtecnorthmidlands.co.uk), you consent to the practices described in this policy.

1. Who Collects Your Data

Your data may be collected by:

  • The Membership Secretary
  • The Secretary
  • The Social Secretary

2. What Data We Collect

Membership & Event Data

We may collect:

  • Name
  • Address
  • Telephone number
  • Email address

Website Data (Contact Forms)

If you contact us via our website, we may collect:

  • Your name
  • Your email address
  • Your message or enquiry

This information is used solely to respond to your enquiry and is not used for marketing purposes.

Website Usage Data (Analytics)

We may collect anonymous information using tools such as Google Analytics, including:

  • Pages visited
  • Time spent on the website
  • Browser and device type
  • General geographic location (e.g. country or region)

3. Lawful Basis for Processing

We process personal data based on your consent.

4. How We Use Your Data

We use your data to:

  • Generate membership renewal forms
  • Book and confirm club events
  • Respond to website enquiries
  • Monitor and improve website performance and user experience

We do not:

  • Sell, rent, or trade your personal data
  • Use your data for direct marketing

5. Data Sharing

Membership Data

  • Member names and addresses are shared with Rivers Media
  • Rivers Media shares this data with a UK GDPR-compliant mailing house to distribute the quarterly Vaporising magazine
  • The mailing house deletes data after each mailing process

Website & Technical Services

We may share limited data with trusted service providers (such as website hosting or analytics providers) solely to operate and improve our website. These providers are required to handle your data securely and confidentially.

Legal Requirements

We may disclose personal data if required to do so by law.

6. Data Retention

Members

  • If membership is not renewed, personal data will continue to be stored electronically and on paper after one additional subscription becomes due
  • Otherwise, data is retained for the duration of your membership
  • Completed membership forms are retained for 6 years to comply with HMRC legislation

Guests

  • Personal data is stored electronically for no more than 3 months after the relevant event

Website Enquiries

  • Contact form data is retained only as long as necessary to respond to your enquiry

7. Cookies

Cookies are small files stored on your device when you visit our website.

We use cookies for:

  • Website functionality
  • Analytics and traffic measurement (e.g. Google Analytics)

You can control or delete cookies through your browser settings.

8. Data Security

We take reasonable steps to protect your personal data from unauthorised access, loss, misuse, or disclosure.

9. Third-Party Links

Our website may contain links to external websites (such as social media platforms). We are not responsible for the privacy practices or content of those websites.

10. Your Rights

Under UK GDPR, you have the right to:

  • Be informed about how your data is used
  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data
  • Withdraw your consent at any time

Please note:
If you are a member and withdraw consent, your data will be deleted and your membership will be terminated.

11. Complaints

You have the right to lodge a complaint with the UK’s supervisory authority:

Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

12. Contact Us

If you have any questions about this Privacy Notice or wish to exercise your rights, you can contact us:

  • Via the website contact form
  • Or by post:
    NVTEC North Midlands Group
    338 Belper Rd
    Stanley Common
    Ilkeston
    DE7 6FY

13. Changes to This Policy

We may update this Privacy Notice from time to time. Any changes will be posted on this page with an updated revision date.

14. NVTEC National Privacy Policy

For information on how data is handled at a national level, please refer to the NVTEC website:
https://nvtec.co.uk/Home/Membership

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