Privacy Policy
(Last Updated: 3rd October 2023)
This privacy policy outlines how Knightox Ltd (Knightox) utilises and safeguards any personal information collected from you.
Why We Keep Personal Data:
We retain personal data to fulfil legal obligations, contractual commitments, and legitimate interests associated with operating our members’ club and digital marketing agency. Your contact details may be used to provide essential information about your membership and event details. You retain the right to withdraw your consent at any time.
Correction and Access to Your Information:
We strive to maintain accurate and updated personal information. You have the right to request corrections, removal of inaccurate information, and objection or restriction of data processing. However, some data retention may be necessary to comply with legal or contractual obligations. You also have the right to request a copy of the information we hold about you.
We change our Privacy Policy from time to time. If we do this, we will post the updated Privacy Policy here and update the date specified at the top of this Privacy Policy (the “Effective Date”). We may also notify you of any changes (in accordance with applicable UK law). Any revisions to this Privacy Policy will become effective on the Effective Date. Please check our Website regularly for notices of changes to our Privacy Policy. If you do not agree to the updated Privacy Policy, do not use, access or participate in (or continue to use, access or participate in) the Service. We encourage you to periodically review this page for the latest information on our privacy practices.
If you have questions or complaints regarding our Privacy Policy or practices, please use the form below to get in touch with us at [email protected]
HOW WE USE YOUR PERSONAL DATA
We use your personal data for the following purposes:
Acknowledge, confirm, and process your membership application.
Provide membership services, administer your account, and communicate with you.
Complete and fulfil reservations, including payment processing and customer service.
Contact you for surveys and promotions with your consent.
Provide information about goods or services, events, and promotions, with your consent.
We may also use your data for legitimate business interests, including responding to inquiries, conducting analytics, and sharing data among affiliated businesses for administrative purposes.
Legitimate Interests:
“Legitimate interests” refer to Knightox Ltd’s interests in managing our organisation. We carefully balance these interests with your rights under data protection laws. We do not use your personal data for activities that override your interests without your consent or legal requirements.
Use of Third-Party Data Processors:
We use third-party data processors to enhance service efficiency. These processors adhere to GDPR or Data Protection Act 1998 compliance.
How We Keep Your Data Secure:
We implement security measures, including firewalls, password policies, and encryption, to ensure GDPR compliance. Complaints can be directed to [email protected]
Cookies:
Cookies are used for website analytics. You can manage cookie settings in your browser; however, some features may be affected.
CLUB MEMBERS AND GUESTS (APPLYING)
When you apply to be a member of the club you provide your name, address, telephone number, email address and date of birth to us.
We store your data on our membership database so that we can assess your eligibility and process your membership application. Some data may be stored on our email system if we enter into further communication with you.
We may keep your data for up to 3 months while the application process takes place. If your application is successful and you decide to join the club, please see section below.
If you decide not to pursue your application, we keep your data for up to 3 months after your initial invoice while you finalise your decision.
CLUB MEMBERS AND GUESTS (APPROVED)
When you become a member of the club we retain the above data.
We store your data on our membership database so that we can fulfil our contractual obligations to you. Some data may be stored on our email system if we enter further communication with you. We store your name and contact details on our finance database so that we can maintain appropriate financial records.
We keep your data on our membership database and email system throughout your membership and for up to 12 months following your last unpaid renewal invoice in case you change your mind. We keep your name and contact details on our financial database and any communications regarding your financial transactions with us for up to 6 years to be compliant with Companies Act 2006.
JOB APPLICANTS
If you apply for a position, you will need to provide us with your name, telephone number, address, email address and employment history. If you are offered a position, we will also obtain a reference from previous or existing employer(s) and an employment agency where relevant. We may also require more details about your background in certain cases.
We store your job application documents, references, specific additional material obtained post interview and any communication with you or relevant third parties on our email and management systems. If you are not appointed, we may keep your recruitment documents for up to 6 months after an appointment has been made in case we want to approach you in relation to other opportunities or to provide feedback on the recruitment process. In certain cases, it may be necessary to retain documents for longer than this for legal purposes. If you are appointed, you will receive an employees’ privacy policy.
If we enter a contract for services with you, you provide us with your name, telephone number, address, email address and bank account details. We store your name and contact details on our finance database and account details on the banking system so that we can fulfil our contractual obligations to you and maintain appropriate financial records. Some data may be stored on our email system if we enter further communication with you. We may also store your data on a relevant database depending on the nature of the contract. We keep your name and contact details on our financial database and any communications regarding your financial transactions with us for up to 6 years to be compliant with Companies Act 2006.
Complaints. If you have complaints about how we process your personal information, please contact us at [email protected] and we will respond to your request as soon as possible. If you think we have infringed data protection laws, you can file a claim with the data protection supervisory authority in the country in which you live or work.