Privacy Policy

Privacy Policy

The Toyota Enthusiasts Club respects your privacy, and we will only use your information in the way described in this notice. When using your information, we aim to be fair and transparent, and to follow our obligations under UK data protection laws. Your information is used for administering Club membership and activities.

The Toyota Enthusiasts Club is the data controller for the purpose of GDPR and the Data Protection Act 2018. Our address is 2, The Pottery Cottages, Coalhall, Near Ayr, Strathclyde, Scotland, KA6 6ND. Our Club contact for privacy and data is our membership service and the contact details are as above, or on webmaster@toyotaenthusiasts.com.

Collecting your information

We collect your information when you fill in your membership application or renewal forms, event entry forms, or add your car(s) to the database. You can give us your information primarily our online system, or paper forms are also available. The information you give us may include your contact details (name, address, telephone number, email address), personal information and identifiers (date of birth, membership number), and other information (vehicle details). When you give us information about another person, such as a child, parent, guardian, or emergency contact you should let that person know that you have given us the information.

Storage of Information

The data you provide us with on your membership application is stored securely within the UK using the myClubhouse membership system provided by Simmetrics Ltd.
Their Privacy Policy can be found here: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.

Using your information

We use your information when you first apply to become a member of the Toyota Enthusiasts Club and then to administer and renew your Club membership. We also use it to provide you with member benefits, including sending you Club communications and entering Club events.

Your personal data will be accessible only by the data controller (the Membership Secretary) and those deemed by him/her to have a justifiable need to access the information, exclusively for the Club’s activities.

Protection of your data by you

We have an obligation to record accurate data about you; if you become aware that the data we hold is incorrect or has changed, you should correct this yourself where possible or notify the Club without delay to advise what changes or corrections are necessary.

Sharing your information

We may share your information with other registered clubs for the purpose of registering your attendance to an event, if done so through the Club. We may also share your information with medical personnel or any other person if we must comply with a legal obligation.

Security for your information

Your information is held securely by us using the previously described myClubhouse database. We have taken all reasonable steps and have in place appropriate security measures to protect your information. Your information is not transferred outside the European Economic Area.

Your rights

Either by letter to the Club address or by email to the Club membership secretary as detailed in the second paragraph.

- You may ask us not to process your information for marketing purposes.
- You are entitled to a copy of the information we hold about you, and to ask us to correct any inaccuracies.
- You may ask us to stop using your information, and to delete it. If you ask us to do this, we will not be able to continue our contract with you.
- You may make a complaint to the Information Commissioner (www.ico.org.uk).

We will respond to you within 28 days of your request.

Definitions

‘The Club’ means the Toyota Enthusiasts Club, including its committee members, officers and area representatives.

‘Personal Data’ means data which relates to a living individual who can be identified either from those data items or from those data items together with other information which is in the possession of (or is likely to come into the possession of) the data controller; and includes any expression of opinion about the individual and any indication of the intentions of the data controller (any other person), in respect of the individual.
‘Data Controller’ means a person who, either alone or jointly or in common with other persons, determines the purposes for which and the manner in which any personal data is, or is to be, processed.

Use of Email Tracking Pixels

All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.

Data Processor

We, Toyota Enthusiasts Club, make use of the myClubhouse software supplied by Simmetrics Ltd to process personal data we include on our myClubhouse website in accordance with our privacy policy set out above. Simmetrics Ltd processes your personal data on our behalf and they can only do so in accordance with our written instructions. You can find the details of our data processor’s privacy policy here: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.

Use this form to send an email to another member. You may only send to one member at a time. Your registered email address will be passed on to this member but you may also include alternative contact details.

Note: Emails sent via the website are not entirely private. A copy of every email is held on the database and this can be accessed by certain club administrators using the Sent Emails page.

From

Alternative contact email

Another email address which the recipient can use to contact you.

Alternative contact details

Other contact details which the recipient can use to contact you e.g. phone number.

Subject

Message

Copy this message to my email address

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Regular

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Duotone

Brands

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Title

Description

Requested Membership Subscriptions

One or more of the requested Membership applications require approval. You will be emailed if your request has been approved and, at that point, you will be able to view and accept or reject the membership offer and proceed with payment. will be emailed once the request has been approved and, at that point, they will be able to view and accept or reject the membership offer and proceed with payment.

Subscriptions have been automatically approved and have been added to your basket. Please now proceed there to make payment.

Pay for Subscriptions

Reference	Name	Category	Costs
			Joining Fee Cost /	View Manage

Group Subscriptions

- :

You have requested one or more group membership subscriptions. You should now use the register buttons below to add additional members into the available slots.

No.	Membership
	One of:

Next Steps

GoCardless Direct Debit —

scheduled to be collected automatically by GoCardless. There is no need to record manually unless the GoCardless notification has been missed.

If you do record it: entering the GoCardless payment reference (e.g. PM...) will allow the duplicate notification to be safely ignored. If you use an unknown or incorrect reference, myClubhouse may incorrectly mark the as paid when it processes the collection.

Stripe —

scheduled to be collected automatically by Stripe. There is no need to record manually unless the Stripe notification has been missed.

If you do record it: entering the Stripe charge reference (e.g. ch_...) will allow the duplicate notification to be safely ignored. If you use an unknown or incorrect reference, myClubhouse may incorrectly mark the as paid when it processes the collection.

Scheduled Electronic Payment

scheduled to be collected automatically by . There is no need to record manually unless the provider's notification has been missed. If you mark it as paid and the automatic collection also succeeds, the payment may be recorded twice.

GoCardless Direct Debit Stripe — RE: : GoCardless Direct DebitsStripe paymentsPayments via are normally recorded automatically. There is no need to record manually unless has been missed. Please enter the exact payment reference where possible. Payments with different references must be recorded separately.

Payee

Paying User

Payment Date

Payment Method

Amount

Refunds may be recorded using negative amounts.

Payment Reference

Notes

Allocation to Due Payments

Select the due payments that are covered by this received payment.

Unallocated Amount

	ID	Purchaser	Purchase	Amount	Due Date	Allocated Amount
— scheduled for automatic collection
						£

No due payments.

Applied Discounts

Loading preview …

Error:

Subscription is .

Confirmed payments
Already recorded
To be recorded

Payment subscription(s):

— inactive

All payments are recorded, but the subscription is no longer active and at least one payment subscription is still marked active. Click Proceed to deactivate it and cancel any future due payments.

All confirmed payments are already recorded.

Payment on is for .

This amount doesn't match the sum of the payment subscriptions. Please enter how the amount should be distributed:

Payment Subscription	Suggested	Actual Amount

Total entered

Enter 0 for any subscription whose payment has not been collected — it will be marked inactive.

Actions performed:

No payments required recording.

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