Club Privacy Notice
Version 2026-01-v1
Your Club's Privacy Notice
Effective Date: 29 January 2026 Version: 2026-01-v1
Who We Are
Your angling club is the Data Controller for your membership information. This means your club decides what personal data to collect and how it's used.
Your club uses Tadpole.club (operated by Alex Baker and Paul French) as its membership management platform. Tadpole processes your data on the club's behalf as a Data Processor.
What We Collect
Your club may collect the following information:
| Data Type | Purpose |
|---|---|
| Name | Identify you as a member |
| Date of Birth | Determine membership tier (adult/junior/senior) |
| Contact Details | Email, phone, postal address for communications |
| Emergency Contact | Safety while fishing |
| Photo | For your digital membership card |
| Payment History | Track renewals and fees |
Why We Collect It
Your club uses this information to:
- Manage your membership - Process applications, renewals, and member records
- Contact you - About renewals, club events, and important notices
- Ensure safety - Emergency contact information while fishing
- Issue your membership card - Digital wallet pass with your photo
- Comply with regulations - IFI requirements, financial records
How We Protect Your Data
Your data is stored securely by our platform provider, Tadpole.club:
- EU Data Residency - All data stored in Ireland (EU)
- Encryption - Data encrypted in transit and at rest
- Access Controls - Only authorised club administrators can access your data
- Security Monitoring - Real-time security monitoring and alerting
For full technical details about the platform's security measures, see the Platform Privacy Policy.
Your Rights Under GDPR
You have the right to:
| Right | How to Exercise |
|---|---|
| Access your data | Contact your club administrator |
| Correct inaccurate data | Contact your club administrator |
| Request deletion | Contact your club administrator |
| Object to processing | Contact your club administrator |
| Data portability | Request an export of your data |
Response Time: Your club will respond within 30 days as required by GDPR.
How Long We Keep Your Data
| Data Type | Retention Period |
|---|---|
| Active member records | Duration of membership |
| Lapsed member records | 2 years after membership ends |
| Financial records | 7 years (legal requirement) |
| Photos (adults) | 1 year after membership ends |
| Photos (juniors) | Deleted immediately when membership ends |
Cookies
The membership platform uses essential cookies only:
- Session cookie - Keeps you logged in
- Security token - Protects against attacks
- Theme preference - Remembers light/dark mode
No advertising or tracking cookies are used.
Our Platform Provider
Your club uses Tadpole.club to manage memberships. Tadpole:
- Processes your data on your club's behalf under a Data Processing Agreement
- Does not use your data for marketing or sell it to third parties
- Stores all data in EU data centres
- Is operated by Alex Baker and Paul French trading as Tadpole.club
For details about Tadpole's data processing practices, see the Platform Privacy Policy.
Contact
For data requests or questions about your personal data:
- Contact your club administrator
- Email your club's contact address
For questions about the platform:
- Email: privacy@tadpole.club
Supervisory Authority: If you're not satisfied with how your data is handled, you may lodge a complaint with the Irish Data Protection Commission at dataprotection.ie.
Changes to This Notice
Your club may update this privacy notice from time to time. The current version is always available at this page.