RCCBS Privacy Policy

1. Introduction

1.1 Who we are

We are the Roxwell Chequers Community Benefit Society (RCCBS) registered with the Financial Conduct Authority (FCA) under registration number 9029. We are registered members of the Plunkett Foundation which supports the community pub network.  The RCCBS website address is: https://savethechequersroxwell.co.uk/ 

This privacy policy sets out how RCCBS uses and protects any personal information that you provide to us. We are committed to keeping your personal data safe and secure to maintain your trust and your privacy protected.

1.2 Why we collect personal data

We collect personal data to fulfil RCCBS’s lawful requirements for you to apply for our share offer, to provide relevant shareholder information and record keeping (e.g. Membership Register).  Optionally, you can also hear about community based events, volunteer opportunities, requests from us for support or assistance with our activities as we progress our programme to “Save the Chequers” via our community newsletter.

We will not sell, distribute or release your personal information to third parties unless we are required by law to do so.

2. What information we collect and how we use it

2.1 Shareholder Information

To enable RCCBS to fulfil our legal obligations to Shareholders we need to hold personal information about our Shareholders. We hold the names, addresses, date of birth, telephone numbers, email addresses, the number of shares held, the date of issue, bank details and payment method of Shareholders.  If you are a corporate body your organisation name will also be held. Other transactional information may be held relevant to your membership of the Society in accordance with the legal requirements of maintaining the Membership Register;

2.2 Mailing Lists

As part of the registration process for any email newsletters we will collect personal information from you (name, email address).  We use that information for the reasons detailed above (“why we collect”) to inform our community but note we also send some non-personal mandatory information to our RCCBS Shareholders via a separate newsletter (invites to Annual Members Meetings and so on).  

We use a third-party provider, phplist, to deliver our email newsletters. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our communications with our interested community and shareholders. For more information, please see phplist.com’s privacy notice.

You can unsubscribe to community newsletter mailings at any time by clicking the unsubscribe link at the bottom of any of our emails or by emailing us at contactus@savethechequersroxwell.co.uk

However, if you hold shares, then you will be subscribed to the RCCBS Shareholder newsletter, which you cannot unsubscribe from, as this is part of our mandatory communications to provide the shareholder service. 

2.3 Website

Our website (built in WordPress) does not require an individual to register in order to view or comment on it – there is no blog or discussion forum available.  Therefore we do not collect personal data for this purpose.  However we do have cookies you can accept or decline. If you decline, this may prevent you from taking full advantage of the website. 

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular page in a website. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to individual needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

Our website contains links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over the other website(s). Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

2.4 Register of Members and Officers

By law, every Community Benefit Society needs to keep a Register Of Members and Officers which show this information: name, postal address, email address, the number of shares, the amount paid, the dates the person was entered onto the register, the date the person ceased to be a member (if applicable) and a statement of other property in the Society held by the member (whether in loans, deposits or otherwise).  

As part of the membership you have a right to inspect:

  • The Membership Register for your own shareholder account.
  • All membership entries in what is known as the “duplicated register” which has the information above but omits shareholding information and property of the members the Society holds.

Requests to view either register should be directed to the membership secretary via email: membership@savethechequersroxwell.co.uk or by post to our registered address.

Note that the legalities of these registers override any GDPR individual rights as required by the FCA

(N.B The Plunkett Foundation Compliance Guide cites a case where a secretary challenged the right of a member to inspect all register entries with that of GDPR (General Data Protection Register – 2018) unsuccessfully.  The legal right of members to inspect is clearly stated in the FCA document  “Co-operative and Community Benefit Societies Act 2014”; pg 76, section 10.8 which reads ”a member has a right to…inspect the society’s register of members…the society should not disclose a member’s financial holding”).

3. Data Storage and Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the personal information we collect. Your data is stored in a secure password protected computer database with controlled access to specified members only of the RCCBS Management Committee

4. Data Retention

We are required by law to retain your Personal Data for the time of your being an RCCBS Member – see Membership Register section – and beyond depending on circumstances of you ceasing to be a member (see RCCBS Model Rules – please click here).  If you are subscribed to our community newsletter we retain your details until you choose to unsubscribe.

5. Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • You may request details of personal information which we hold about you. If you would like a copy of the information held on you (known as a Data Subject Access Request) please write to the Society’s registered office: Roxwell Chequers Community Benefit Society Ltd (RCCBS), Pippins, The Street, Roxwell, Essex CM1 4PD or email contactus@savethechequersroxwell.co.uk
  • If you believe that any information we are holding on you is incorrect or incomplete, please write to the above address or email us at contactus@savethechequersroxwell.co.uk as soon as possible. We will promptly correct any information found to be incorrect.

If you previously agreed to us using your personal information for the purposes specified, you may change your mind at any time by writing to or emailing us at contactus@savethechequersroxwell.co.uk.

Note there is a separate section on the Membership Register – please view that with regard to the legal requirements we have to be compliant with.

6. Changes To This Policy

RCCBS Privacy Policy will be reviewed and amended at least annually and more frequently if required.  A copy of this Privacy Notice is available on the website or by contacting a committee member.

This version is as at 31st January 2024