Privacy Policy

Upton Warren Canoe and Kayak Club (UWCKC) takes your privacy seriously. We will only use your data to administer your account.

How your information will be used

When you become a member, or renew your membership with UWCKC, you agree to the use of your personal data for administering your membership and for us contacting you with club notices relevant to your membership. We will only retain your data for as long as we need to administer your membership.

How your data will be stored

We use a third-party club site called myClubhouse (Simmetrics Ltd), they are a fully compliant GDPR company. All official club photos will be stored on the club’s secure google drive.

Paper membership forms are only used to upload your details on to membership site, all temporary membership forms will be securely disposed of within 28 days on signing up/renewing membership.

All membership data only accessed by authorised club officials and third parties, as set out in our data policy and data audit.

Sharing with British Canoeing

We may share your details with British Canoeing if you are not already a British Canoeing member. This is to provide insurance for your club activities. If this is the case British Canoeing will provide you with access to an online portal to administer your details.

British Canoeing will contact you to invite you to sign into and update your Go Membership portal. Among other things, the portal allows you to set and amend your privacy settings, and also sign up to the member newsletter if desired. You can also request that your account is deleted.

If you have any questions about the continuing privacy of your personal data when it is shared with British Canoeing, please contact membership@britishcanoeing.org.uk


The club occasionally takes photos of, or videos, its members. These will be used on our website, social media, local press, British Canoeing website etc.

They are also used to generally promote the club. If you are happy for images of you to be published please check the box on the membership form. You may unsubscribe at any time.

  • Yes, publish images containing myself and/or my child (checkbox).

All photos will be saved on the club's secure google drive. All photos will be deleted from any private storage devices of the photographer as soon as practical but within 28 days of taking the photos.

You may unsubscribe for club use of your photos at any time where we will remove any images from our website, google drive and make no further posts with your photos.

If we publish a photograph or image in any public forum, we no longer have control over that photograph, as it can be downloaded, screenshotted, re-photographed and shared by others, stored in systems not related or controlled by the club. Therefore, we will be unable to confirm full removal of images and photographs from the historical record online or otherwise stored.

Please note that the club cannot control or stop images being taken by other individuals or organisations not connected with the club.


Occasionally we may want to send you communications not associated with your membership administration e.g. information about trips, sessions and general news. If you wish to receive communications from UWCKC please check the box on your membership form. You may unsubscribe at any time.

  • Yes, I want to receive communications (checkbox)

More Information

For more information on how we process your information please refer to:

  • Data Protection Policy

  • Data Access List

These can be found on our website http://www.uptonwarrencanoeclub.co.uk

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, Upton Warren Canoe and Kayak 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.