Last updated: 20 October 2026
Who we are and how to contact us
Fareham & District Model Railway Club CIO, registered charity number 1188533, is responsible for personal information collected through this website and the club services described below.
For a privacy enquiry or to exercise your data protection rights, email [email protected], use our contact form, or write to Fareham & District Model Railway Club, Harbour View, PO16 9HN, United Kingdom. Please mark your message “Privacy enquiry”.
Information we collect
- Enquiries: your name, email address, message and any other details you choose to provide through our contact, membership or young-modeller enquiry forms.
- Membership and accounts: contact and account details needed to administer membership or provide access to member services. Please use the relevant membership process for information requested specifically for that purpose.
- Orders and events: purchaser contact details, billing and delivery information, products or tickets ordered, payment status and transaction references. Event bookings may also require attendee information and ticket check-in records.
- Subscriptions: your contact details and choices when you ask to receive club or exhibition updates.
- Website use: information needed to operate and protect the website, including IP addresses, browser information, security logs and cookie preferences. Our Cookie Policy explains cookies and related technologies.
Please provide only information relevant to your request. Avoid sending financial, medical or other sensitive information in a general enquiry. A parent or guardian should use the young-modeller enquiry process when enquiring on a child’s behalf.
Why we use information
We use information to answer enquiries, discuss membership and visits, administer accounts and club services, fulfil purchases and event bookings, issue tickets, arrange deliveries, handle refunds and resolve problems. We also use information to keep appropriate financial records and protect the website against misuse.
Our lawful bases are taking steps at your request before entering a contract and performing a contract for membership, purchases or bookings; legal obligations where records must be retained or disclosed; and our legitimate interests in responding to enquiries, administering the club and maintaining a secure website. Where we ask for consent, including for optional email updates or non-essential cookies, you can withdraw that consent.
Who receives information
Relevant club volunteers receive information needed to deal with your request or administer the service. The website also uses providers for hosting, email, website security, payments, order and ticket processing, delivery, analytics and subscriptions. These providers receive the information needed for their part of the service. Information may also be disclosed where required by law.
The shop uses WooCommerce, event ticketing uses FooEvents, and card payments are handled by the payment provider shown at checkout, including Stripe where offered. Delivery information is shared with the delivery service used for your order. Optional mailing-list services include Brevo. See the Cookie Policy for the website’s cookie and embedded-service disclosures.
Some external providers process information outside the United Kingdom. You can contact us for information about the providers involved in your use of the website, where information is processed and the applicable transfer arrangements.
How long information is kept
Our standard retention period is three years after an enquiry is closed, membership ends, or an order or event booking is completed. Records needed for an active membership, account or unresolved matter are kept while that purpose continues. Financial records, including invoices, receipts and relevant transaction records, are kept for at least six years from the end of the financial year to which they relate. Records may be kept longer where necessary for a legal obligation, safeguarding matter or ongoing dispute.
We are introducing this retention approach. A review and cleanse of older records is planned, so historical information may remain until that work is completed. This statement does not mean that all older information has already been deleted. Backups and copies held in different systems are included in the retention review.
Your choices and rights
You can ask for access to your personal information, correction of inaccurate information, erasure, restriction of processing, or transfer of information where the relevant right applies. You may object to processing based on legitimate interests. These rights depend on the circumstances and may be subject to legal exceptions.
To stop optional email updates, use the unsubscribe link in the message or contact us. Cookie choices can be managed through the website’s consent controls. Withdrawing consent does not affect processing already carried out lawfully before withdrawal.
Please contact us using the details above if you have a concern. You also have the right to complain to the Information Commissioner’s Office.
Changes to this statement
We will update this statement when the website’s services or information practices change. The date at the top identifies the latest version.