what the club keeps, quorum's privacy notice

i your number, and the word on your card

used for: opening the members page, and nothing else
lawful basis: your membership, which is a contract between you and the club
kept: your number for as long as you are a member. the word is checked and not stored by the browser.

ii your guest's name

used for: admitting one person at the door on the sixth night
lawful basis: the club's legitimate interest in knowing who it has agreed to admit
kept: until the seventh night, then deleted. it is not carried into the following year.

the club asks you for a person's name and asks you to confirm that they have not been told what they are coming to. that means the club holds a name belonging to someone who does not know it has been given.

it is used to admit them and for nothing else. it is not sold, not shared, not added to any list. but if that person asks the club what it holds about them, the club will tell them, and will delete it if they ask, whether or not you would prefer it did not. their rights over their own name are not yours to waive.

iii what you pay

used for: recording that dues were settled, and the club's accounts
lawful basis: a legal obligation to keep accounting records
kept: six years, which is what the tax law requires, then destroyed

the club holds no card number and this site takes none. settlement is made at [payment provider], who decide for themselves what they collect and are a separate controller for it. the club receives a reference, the last four digits of the card, and the fact that the money arrived.

iv your name on the roll

used for: the reading of the register on the first night, and the club's own record
lawful basis: your membership, and the club's legitimate interest in keeping its own history
kept: permanently

every name on the roll is read aloud on the first night of every sitting, from the first. the club does not remove names from the roll, including on resignation and including when a sitting member becomes a standing one. if you object to being read out, say so and you will not be, but the entry stays.

most of the roll belongs to people who are dead, and the law protecting personal data in the united kingdom does not apply to them. the club mentions this because it is true rather than because it is a defence.

v your postal address

used for: posting you one card, once a year, in march
lawful basis: your membership, which is a contract between you and the club
kept: while you are a member. destroyed when you are not.

it is written on a card and kept in a box. it is not in a database, not in a spreadsheet, and not on anybody's telephone. the box is opened once a year to address 180 envelopes by hand and is then closed.

the card is sent by ordinary post. it is not tracked and not signed for, on purpose: a tracking number is a record held by a courier linking your address to a date and a sender, and it would be the one register the club has decided not to keep.

vi this site

no cookies are set. no analytics run. no fonts, scripts or images are fetched from anywhere but this domain, so no third party learns that you visited. the front page can be read without javascript and without anything being recorded.

the members page keeps your number and what you have entered in the browser's session storage, which is on your machine and which the browser discards when you close the tab. it is not a cookie and it is not sent anywhere.

the server keeps ordinary web logs, including your address, for [retention period], to keep the site up and to notice attacks on it.

vii where it goes

nothing is transferred out of the united kingdom or the european economic area, with one exception. the sitting is often held outside both, and a list of who is expected is carried to it. it goes on paper, in one copy, and comes back.

the club sells nothing to anyone and has never been asked to.

viii what you can ask for

a copy of everything the club holds about you. a correction. deletion, where the club has no obligation to keep it. a pause on using it while a dispute is settled. an objection to it being held on a legitimate interest at all. these apply whether or not you are a member, and they apply to a guest who never asked to be named.

the club answers within one month and does not charge.

ix how to ask

the committee does not answer letters. this is the exception, and the only one. write to [data protection contact] and it will be answered.

if the answer is unsatisfactory you may complain to the information commissioner's office at ico.org.uk, and you do not have to tell the club first.