Privacy Policy

The Jaguar Cars Sports & Social Club operates as a Private Members Club.

Details of members contact addresses/phone numbers are treated as confidential and are used for communication purposes only. Source of membership details are as held by Jaguar Cars Payroll, JLTGroup (Pensioners) and completed application forms (Associate Members).

Any changes in details should be communicated to the Club Administrative Office at the earliest opportunity.

Always feel free to contact us with privacy related enquiries.

 

Lottery data privacy notice

Overview

Jaguar Cars Sports & Social Club is committed to data protection and data privacy. With the General Data Protection Regulation (GDPR) becoming enforceable from 25 May 2018, we have undertaken a GDPR readiness programme to review our entire business, the way we handle data and the way in which we use it to provide our services and manage business operations.

We hold personal data on all our Lottery winners to meet legal obligations and to perform vital internal functions. This notice details the personal data we may retain, process and share with third parties relating to your Lottery win and vital business operations. We are committed to ensuring that your information is secure, accurate and relevant. To prevent unauthorised access or disclosure, we have implemented suitable physical, electronic, and managerial procedures to safeguard and secure personal data we hold.

 

Introduction

We have issued this notice to describe how we handle personal information that we hold about our Lottery winners (collectively referred to as “you”). We respect the privacy rights of individuals and are committed to handling personal information responsibly and in accordance with applicable law. This notice sets out the personal data that we collect and process about you, the purposes of the processing and the rights that you have in connection with it.

If you are in any doubt regarding this notice, please contact the General Manager.

 

Types of personal data we collect

The types of personal information we may process include, but are not limited to:

  • Identification data – such as your name, employee payroll number, national insurance number, home address.
  • Financial information – such as banking details.

 

Purposes for processing personal data

Legitimate business purposes

We may also collect and use personal information when it is necessary for other legitimate purposes, such as to help us conduct our business more effectively and efficiently – for example, for General IT security management, accounting purposes or financial planning. We may also process your personal information to investigate violations of law or breaches of our own internal policies.

The IT Department will record and monitor usage of all our IT equipment, user activity, voice traffic, email, and Internet usage as deemed necessary. The IT Department will observe the strictest confidentiality when undertaking these activities. They will make their report directly to the General Manager who will determine the actions that may need to be taken in any particular case.

Our site is protected by circuit television (CCTV) systems throughout its premises as deemed necessary and Lottery winners should expect all areas (other than those where use would contravene common decency) to be visible on a television monitoring system. Any information obtained from systems will be used with strict adherence to the GDPR. Information will be used for the prevention and detection of crime and to ensure compliance with our policies and procedures and our legal obligations.

Legal purposes

We may also use your personal data where we consider it necessary for complying with laws and regulations, including collecting and disclosing Lottery winners personal information as required by law (e.g. for tax, health and safety, anti-discrimination laws), under judicial authorisation, or to exercise or defend our legal rights.

 

Legal basis for processing personal data

Our legal basis for collecting and using the personal data described above will depend on the personal data concerned and the way we collect it. We will normally collect personal data from you only where we need it to perform a check with you (i.e. to manage the lottery winner/administration relationship), where we have your freely given consent to do so, or where the processing is in our legitimate interests and only where this interest is not overridden by your own interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.

Any processing based on consent will be made clear to you at the time of collection or use – consent can be withdrawn at any time by contacting the General Manager.

 

Who we share your personal data with

We take care to allow access to personal data only to those who require such access to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Whenever we permit a third party to access personal information, we will implement appropriate measures to ensure the data is used in a manner consistent with this notice and that the security and confidentiality of the data is maintained.

Transfers to third-party service providers

In addition, we make certain personal data available to third parties who provide services to us. We do so on a “need to know basis” and in accordance with applicable data protection and data privacy laws.

For example, some personal data will be available to our accountants support services.

Transfers to other third parties

We may also disclose personal data to third parties on other lawful grounds, including:

  • As necessary to establish, exercise or defend against potential, threatened or actual litigation.

 

Data retention

Personal data will be stored in accordance with applicable laws and kept for as long as needed to carry out the purposes described in this notice or as otherwise required by law. Generally, this means your personal information will be retained until the end of the period of lottery claim.

 

Your rights

You may exercise the rights available to you under data protection law as follows:

  • The right to be informed.
  • The right of access.
  • The right to rectification.
  • The right to erasure.
  • The right to restrict processing.
  • The right to data portability.
  • The right to object.
  • Rights in relation to automated decision making and profiling.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws. You can read more about these rights at: https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

To exercise any of these rights, please contact the General Manager.

 

Issues and complaints

We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This notice was drafted with clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed.

If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office in their capacity as the statutory body which oversees data protection law – https://ico.org.uk/make-a-complaint/.

 

Updates to this notice

This notice may be updated periodically to reflect any necessary changes in our privacy practices. In such cases, we will inform you by letter or email. We encourage you to check this notice periodically to be aware of the most recent version.

 

Contact details

Please address any questions or requests relating to this notice to the General Manager, Jaguar Cars Sports & Social Club, Fenton Road, Allesley, Coventry, CV5 9PS.

 

Annex A – Third-party processors

Key third-party processors

The following are our key third-party processors who will, during your employment, process your personal data.

Askews

We outsource our lottery payments to Askews who hold records on all Lottery winners, which may include:

  • Name and address
  • Email address
  • Bank details

Lottery winners data is held in excel spreadsheets on our server in Askews offices. The data is held securely both in the form of locked and alarmed doors for physical access to the server and in the form of encryption for offsite data backups. File access is also controlled via windows server permissions.