Privacy Policy

1. Introduction

Welcome to Richings Park Sports Club (operated by The Richings Park Pavilion Ltd). We respect your privacy and are committed to protecting your personal data. This privacy policy informs you as to how we look after your personal data when you visit our website (https://richingsparksportsclub.com/), book our facilities (ActiveSpace Gym, tennis, bowls, event spaces, and 1920 Kitchen), or interact with our digital booking agents and community channels.

2. The Data We Collect About You

Personal data, or personal information, means any information about an individual from which that person can be identified. We may collect, use, store, and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data: Includes first name, last name, username or similar identifier, and title.
• Contact Data: Includes billing address, delivery address, email address, and telephone numbers.
• Financial & Transaction Data: Includes details about payments to and from you and other details of memberships, table reservations, or event bookings you have purchased from us. (Note: We do not store your full credit card details on our servers; these are processed securely by our certified payment partners).
• Technical Data: Includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
• Audio Data: Includes voice recordings if you interact with our AI-powered telephone booking and switchboard system for quality assurance and training purposes.
• Marketing and Communications Data: Includes your preferences in receiving marketing from us via our WhatsApp community broadcasts, emails, and SMS.

3. How Is Your Personal Data Collected?

We use different methods to collect data from and about you, including through:

• Direct Interactions: You may give us your Identity, Contact, and Financial Data by filling in forms or by corresponding with us by post, phone, AI voice agent, email, or otherwise. This includes when you join the ActiveSpace gym, book a table at 1920 Kitchen, or join our local WhatsApp broadcast community.
• Automated Technologies or Interactions: As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions, and patterns via Google Analytics and essential cookies. You can manage or revoke your consent for optional cookies at any time via our Cookie Settings.

4. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• To register you as a new member or customer.
• To process and deliver your facility bookings, event hire, or dining reservations.
• To manage our relationship with you, including notifying you about changes to our terms or privacy policy.
• To deliver relevant website content, WhatsApp community updates, and local advertisements to you.
• To use data analytics to improve our website, products/services, marketing, customer relationships, and experiences.

5. Disclosures of Your Personal Data

We may share your personal data with the external third parties set out below for the purposes outlined in Section 4:

• Payment Processors: Such as Toast, Stripe, TWPAyz etc., acting as processors for secure online and website payment transactions, including Pay by Bank transfers.
• Technology & Booking Partners: Such as Hueman AI Ltd (a UK-registered technology provider), which acts as a processor to power our omnichannel booking agent, table management system, and voice switchboard.
• Venue Management Systems: Such as our point-of-sale (POS) and facility management providers used on-site to fulfill your food, beverage, and sports bookings.
• Analytics Providers: Such as Google Analytics based outside the UK.

6. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

7. Data Retention

We will only retain your personal data for as long as reasonably necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements. Voice recordings managed by our AI booking agent are retained only for a limited period to ensure booking accuracy and quality assurance before being securely deleted.

8. Your Legal Rights

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have rights under data protection laws in relation to your personal data, including the right to:

• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request restriction of processing your personal data.
• Request transfer of your personal data.
• Right to withdraw consent (e.g., leaving the WhatsApp community or unsubscribing from marketing emails).