Data Protection and Privacy Policy

Updated and reviewed by the Committee – September 2025

Summary for Members

This policy explains how Bolton HF Walking Club handles your personal data, including:

  • What information we collect and why
  • How we use and protect your data
  • Your rights to opt out of posed photographs
  • Our approach to social media, WhatsApp groups, and website privacy
  • How to request data removal

By joining the Club, you consent to the use of your data and images for Club-related purposes. We aim to be transparent, respectful, and secure in all our communications and activities.

Personal Data Held by the Club

The Club holds the following personal data provided by you on your membership application form:

  • Name
  • Address
  • Landline and (if supplied) mobile telephone number
  • Date of birth
  • Email address

This information is used solely for purposes connected with running the Club, including:

  • Communicating with members by post, telephone, or email
  • Organizing walks, social events, and HF holidays
  • Preparing walks programmes and related materials

Your data may be shared with Committee Members or other Club Members only when necessary to facilitate Club activities and provide the benefits of membership. It will never be disclosed to third parties for marketing purposes.

Walks Programme and Data Sharing

  • An abridged version of the Walks Programme (excluding personal data) is shared with Walks Secretaries, HF Holidays, and posted on the Club’s website and Facebook page.
  • The printed Walks Programme is produced by All Aspects Office Services. Their Privacy Policy can be found obtained by contacting the Bolton HF Secretary

Social Media and Photography

By joining Bolton HF Walking Club, members consent to the use of photographs and videos taken during Club activities for promotional purposes on platforms such as:

  • The Club’s website
  • Facebook
  • Other public-facing media

    • These may include group shots, candid moments, and event highlights.

Opting Out of Posed Photos

Members who prefer not to appear in posed photographs should:

  • Inform the Walk Leader at the start of the walk of their objection
  • The Club will make reasonable efforts to respect such requests during official photo-taking

However, please note:

  • Other walk participants may take photos or videos independently, without the Walk Leader’s knowledge or control
  • These may be shared on personal social media accounts or messaging platforms
  • Therefore, Bolton HF Walking Club cannot guarantee exclusion from all photos or videos, nor can it take responsibility for content shared by individual members outside official Club channels
  • Photos and videos already published on social media or the Club website cannot be reliably removed, due to the nature of these platforms and their content-sharing policies and therefore excluded from data removal

Messaging Platforms (e.g. WhatsApp)

Members may create WhatsApp groups or use other messaging platforms to coordinate walks or share updates. These groups:

  • Are not officially affiliated with Bolton HF Walking Club
  • Are not moderated or managed by the Club
  • The Club holds no responsibility for the content shared or any issues arising within these groups

Members are encouraged to use these platforms respectfully and in line with the Club’s values.

Membership and Payments

  • Membership subscriptions are due no later than June each year
  • No bank details are stored by the Club
  • If payment is not received by June, you are assumed to have resigned, and your personal data will be destroyed

Data Retention and Removal

  • All personal data is stored securely on a computer database, memory stick, or in written form in a locked cabinet
  • Members may request removal of their personal data at any time by writing to the Membership Secretary (the Club’s Data Controller)
  • Requests will be acted upon within nine months
  • Please note: This request applies only to personal data held by the Club for administrative purposes
  • It does not include removal of photos or videos already published on social media or the Club website, as these platforms do not guarantee full deletion or exclusion once content is shared publicly
  • Removal of your data may affect your ability to participate in Club activities

Website and Cookies

  • The Club’s website at http://boltonhfwalking.org/ does not use cookies or tracking technologies
  • No personal data is collected via the website

Commitment to Data Protection

Bolton HF Walking Club meets UK data protection principles by:

  • Collecting personal data lawfully, fairly, and transparently
  • Retaining data only as long as necessary for Club operations
  • Maintaining data accurately and securely
  • Allowing members to request deletion of their data at any time (subject to the exceptions mentioned elsewhere in this document).