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Club Together: Privacy Policy

'Club Together' means the scheme devised by pensions administrator Xafinity Paymaster for pensioners of its clients.

Club Together and Xafinity Paymaster are committed to protecting your privacy. We comply with the principles of the Data Protection Act 1998 and aim to maintain consistently high levels of best practice in our processing of personal and/or sensitive personal data.

We use your name and address provided by our clients to mail out pension newsletters and the Club Together magazine. We also use this information to verify that you are a genuine member of the clients’ pension scheme if you contact us.

If contacting our call centre on 0800 988 1918 calls may be recorded for training purposes. Club Together or its suppliers will make no uninvited sales calls. Club Together may however contact you by phone if you have given us a comment, opinion or story or applied to take part for instance in our Club Panel – if you have given us your consent.

By contacting us you opt-in to receive the free quarterly Club Together newsletter including VIP offers with early access and extra discounts, news on the club etc. You can opt-out from these newsletters by calling us on 0800 988 1918, writing to us at Club Together, FREPOST NAT 22470, Welshpool, SY21 7ZA., or on our website’s Contact Us page by using the form there.

How we use information you provide us with

We use the information we receive from you to inform the direction of Club Together and to negotiate with suppliers of goods and/or services that pensioners have indicated would be of interest, to communicate with you, and to personalise our information sent to you.

We store all the information you provide us, including information provided via forms you complete on our website, and information which we may collect from your browsing. Our server, in common with nearly all web servers, logs each page that is downloaded from the site.

Examples of how we may personalise information might include preparing a utilities quote for you and working out which subjects or offers interest you and excluding those that don’t.

Third parties may deliver some of our products to you or provide all or part of the service requested by you. In these instances, whilst the information you provide will be disclosed to them, it will only be used for the administration of the service provided and to maintain management information for business analysis.

We ask for your home and mobile telephone number, and e-mail address to enable us to contact you in relation to an enquiry you have made, to contact you about relevant products or services, to contact you if you have expressed an opinion or have a story we wish to feature, or if there is another genuine reason for doing so.

If you provide us with credit or debit card details in order to pay for an offer, service or product, we will keep such details secure and ensure that the details are only used further with your consent and/or for the purposes of any appropriate refunds.

Occasionally, we may also use the information we collect to notify you by post, telephone and e-mail about new or existing Club Together services, products and special offers we think you'll find valuable.

Generally, by providing the requested data you consent to Club Together and Xafinity Paymaster using that data for administrative purposes and for informing you of other products and services by letter, SMS, telephone and /or e-mail. We may also use the information we collect to occasionally notify you about important functionality changes to the website.

If you have more than one address or e-mail address please make sure to notify any changes to your preferences for each address or e-mail address you have registered with us.

How we protect customer information

As required by the Data Protection Act 1998, we follow strict security procedures in the storage and disclosure of information you have given to us.

If we provide information to a third party (either a provider of a product or service, or an external data processing agency such as a mailing house) we will exercise the strictest control over the third party contractually, requiring it to:

• Maintain the security and confidentiality of the information and restrict access to those of its own employees;
• Use the data for the agreed purpose only and prevent it being used for any other purpose by any other party;
• Refrain from communicating with you other than concerning the product in question;
• Return the data to us at the conclusion of any contract term and destroy or delete any copies made of all or any part of the information unless copies are needed to be kept to comply with regulations.

In addition, we will restrict the information disclosed to the absolute minimum necessary, for example, to provide the product or service.

In the event of telephone calls from you, we also reserve the right to ask security questions (which we in our sole discretion deem appropriate), in order to satisfy ourselves that you are who you say you are.

Your consent

Before you provide any data to us, we will endeavour to make it clear why we need it. By providing us with information, either orally or written, or by using our website, you consent to the collection, use and processing of this information by Club Together and Xafinity Paymaster to provide and send you information about Club Together and its services.

A customer may properly give his or her spouse or partner's consent over the telephone or via the website provided he/she confirms that he/she has permission to do so. If the consent is written, the spouse must independently endorse such consent.

Subsequent to your purchase of a product or service, we may enter into an arrangement for that service to be provided by a new third party. If this happens, the terms and conditions of your contract with us will provide that you consent to the transfer and processing of personal and/or sensitive personal data to the new provider, subject to the requirement of the Data Protection Act 1998 and associated regulations.

Amendment and retention of information

Please advise us in writing as to any changes in your circumstances. Obviously it is preferable for us to retain up to date information. We will amend details as required. We are however obliged and permitted by law and regulation to retain certain types of data for a minimum period of time. The minimum period of time tends to be for six years but can be longer if the statute or regulation requires.

Subject Access Requests

If we decide to change our Privacy Policy, we will update all relevant documentation and post any changes onto our website so that you are always aware of what information we collect, how we use it and under what circumstances we disclose it.

Tell us what you think

Club Together and Xafinity Paymaster welcome your questions and comments about privacy. Please write to Club Together, Data Protection at Sutherland House, Russell Way, Crawley, West Sussex, RH10 1UH.

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