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Privacy Policy

Last updated: 19 September 2026

This privacy policy explains how The Cellar Club collects, uses, stores and shares personal information through The Cellar Club and https://thecellarclub.co/.

1. Who we are

The Cellar Club is the controller responsible for the personal information described in this policy.

Privacy contact: info@thecellarclub.co
Postal address: Available on request from our privacy contact.

2. Information we collect

We may collect information that you provide in a membership application or when contacting us, including:

  • identity and contact details, including your name, title, date of birth, nationality, address, telephone numbers and email addresses;
  • professional and education information, including employers, positions, industries, schools, qualifications and professional organisations;
  • club memberships, sporting interests, wine and whisky interests, hobbies, preferences, sizing information and personal statements;
  • proposer and seconder details, declarations and a typed signature;
  • for corporate applications, the company name and the names, roles, email addresses and mobile numbers of nominated representatives; and
  • correspondence and records relating to an application, membership enquiry or our relationship with you.

Our hosting provider and WordPress may also process technical information needed to operate and secure the website, such as IP addresses, request times, browser information and server or security logs.

3. Information about other people

If you provide information about a proposer, seconder, corporate representative or another person, you should make sure you are authorised to do so and direct them to this privacy policy. We use that information to verify or assess the application, communicate about it and administer any resulting relationship.

4. How and why we use personal information

We use personal information to receive, review and decide membership applications; verify information and references; communicate with applicants and nominated representatives; administer membership and Club activities; protect the website and prevent misuse; keep appropriate business records; and establish, exercise or defend legal claims.

Depending on the circumstances, our lawful bases are:

  • Steps before entering into a contract and performance of a contract – to process a requested application and administer membership;
  • Legitimate interests – to operate a private members’ club, assess suitability, manage relationships, protect the Club and its community, secure our systems and maintain appropriate records;
  • Legal obligation – where we must keep or disclose information to comply with applicable law; and
  • Consent – where we specifically ask for consent, such as for optional direct marketing. Consent can be withdrawn at any time.

Providing fields marked as required is necessary for us to assess an application. If you do not provide them, we may be unable to consider the application. Membership decisions are made by people; we do not use solely automated decision-making that produces legal or similarly significant effects.

5. Who we share information with

Access is limited to people who need the information. We may share it with authorised Club staff and Membership Committee members; website hosting, IT, security, email and administrative service providers acting for us; professional advisers; and regulators, courts, law-enforcement bodies or other parties where disclosure is legally required or necessary to protect rights and safety.

We do not sell personal information.

6. International transfers

Some service providers may process information outside the United Kingdom. Where UK data-protection law requires it, we use an applicable adequacy regulation or appropriate safeguards, such as approved contractual protections. You may contact us for further information about safeguards relevant to your information.

7. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected. In deciding retention periods, we consider the outcome of an application, the duration of any membership or business relationship, the need to answer questions or resolve disputes, legal and regulatory obligations, and the limitation periods for possible legal claims. Information is deleted or anonymised when it is no longer required.

8. Security

We use reasonable technical and organisational measures designed to protect personal information. Membership applications are stored as private WordPress records and notification emails are sent to the configured membership recipient. No internet transmission or storage system can be guaranteed completely secure.

9. Cookies

When the private-site lock is enabled, the site uses a strictly necessary cookie named tcc_private_access to remember successful access for 30 days. It is signed, HTTP-only and used only to provide and protect access to the private website. WordPress may also set strictly necessary cookies for signed-in administrators.

The Cellar Club Core plugin does not itself set advertising or analytics cookies. If other services are added to the website, this policy and any cookie controls should be updated before those services are enabled.

10. Your rights

Depending on the circumstances and lawful basis, you may have rights to request access to your personal information, correction, erasure, restriction of processing, data portability, and withdrawal of consent.

You also have the right to object to processing based on legitimate interests and to object at any time to direct marketing.

To exercise a right, contact info@thecellarclub.co. We may need to verify your identity before responding.

11. Complaints

Please contact us first so we can try to resolve your concern. You also have the right to complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint.

12. Changes to this policy

We may update this policy when our services, suppliers or legal obligations change. The latest version will appear on this page with its updated date.