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Who we are
Blues Bar is operated as part of Cogenhoe United Football Club at Compton Park, Brafield Road, Cogenhoe, Northampton, NN7 1ND.
Cogenhoe United Football Club is the data controller for the personal information described in this Privacy Notice. This means the club is responsible for deciding how and why that information is used.
We respect your privacy and are committed to protecting the personal information we hold about members, applicants, guests, customers, visitors and people who contact us.
This notice explains what personal information we collect, why we collect it, how it is used, who it may be shared with, how long it may be retained and the rights you have in relation to it.
admin@bluesbarcogenhoe.co.uk
Cogenhoe United Football Club, Compton Park, Brafield Road, Cogenhoe, Northampton, NN7 1ND
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Information we may collect
Depending on how you interact with the club and Blues Bar, we may collect:
- your name, postal address, email address, telephone number and date of birth;
- a membership photograph or other identity and eligibility information where required;
- membership type, membership number, application, approval, renewal and expiry information;
- information about people included within a family membership;
- the type and details of a claimed Cogenhoe United connection and the administrator verification record where the reduced Club-associated rate is selected;
- payment status, transaction references and refund information;
- guest sign-in and sign-out records and details of the member hosting a guest;
- event enquiries, bookings, attendance and private-hire information;
- Event Guest booking details, event-specific validity, accepted terms, QR or booking identifiers, check-in, cancellation and no-show records;
- optional member interests and preferences, including football team, sports, events and preferred visiting times;
- vehicle registrations and limited parking-management details where a member or guest chooses to provide them;
- correspondence, marketing preferences, photographs or media;
- CCTV images;
- administrator actions, system audit records and technical information; and
- other information reasonably necessary to administer club activities, memberships, events or the safe operation of the premises.
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How we obtain information
We normally collect personal information directly from you when you complete a form, contact us, attend as a guest, apply for membership, make an enquiry or use one of our services.
We may also receive information from a lead family-membership applicant who is authorised to provide it, a host member, an authorised club administrator, a service provider or another person or organisation where this is lawful and reasonably necessary.
Where information previously supplied through the Guest Register is offered as a prefill for a membership application, you can review and amend it before submitting the application.
Fields marked as required are necessary for the relevant application, registration, enquiry or booking. If required information is not provided, we may be unable to process the request, verify eligibility, admit a guest or provide the requested service.
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Membership applications
When someone applies for membership, we use their information to:
- process and review the application and confirm identity and eligibility where required;
- administer the membership approval process and minimum waiting period;
- check eligibility for the reduced Club-associated family rate against appropriate Club records;
- process and record membership payments when online payments are enabled;
- communicate the outcome and create and maintain the membership record;
- issue a membership number and digital membership card;
- use a membership photograph to identify the member and help prevent misuse of a membership card;
- manage renewals, expiry, member benefits and access; and
- maintain appropriate records and resolve membership-related queries.
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Family membership
Where a Family Membership is selected, we may hold information about more than one person associated with the membership.
The primary applicant must only provide information about another person where they are authorised to do so. Where information concerns a child, the applicant must have parental responsibility or appropriate authority to provide it.
People included within a family membership may be separately identifiable within our membership system for administration and membership-verification purposes.
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Payments
If online membership, booking or ticket payments are enabled, they may be processed using Stripe or another payment provider identified at the point of payment.
Payment-card details are processed through the payment provider's systems. Blues Bar does not store full payment-card details within its membership administration system.
We may retain the amount paid, payment status, transaction reference, date and time, the related membership or booking and refund information. We use this for accounting, reconciliation, dispute resolution, refunds and fraud prevention.
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Member interests and preferences
Adult members may optionally tell us which football team they support, which sports and events interest them, when they are likely to visit and what else they would like Blues Bar to offer.
We use these structured preferences to plan activities, understand demand and produce management information. Where a separate valid marketing permission exists, the preferences may also help us identify a relevant communication audience.
Interests are not marketing consent. Selecting a team, sport, event or visiting time never opts someone into marketing. Family-member preferences are recorded separately against each adult.
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Attendance and vehicle information
We may record attendance where it is deliberately provided through Guest Sign-In, member QR/check-in, an event booking or an authorised administrator record. We use this for Club administration, event management, operational planning, safety and understanding use of Club facilities.
A member or guest may optionally provide a vehicle registration. We use it for parking and site management, safety, security and identifying vehicles legitimately left at Compton Park, including a known vehicle awaiting collection after an overnight stay.
Vehicle information is not used for marketing. It is restricted to appropriately authorised Club administrators and is not shown publicly, to other guests or on general marketing exports.
We do not use automatic number-plate recognition, background location tracking or passive behavioural monitoring through these systems.
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Guest Register
Visitors attending as guests may be required to sign in. We may record the guest's name, host member, arrival and departure time, event or reason for attendance and related administrative information.
For a member-booked team/table event, the booking member may provide an expected guest's name and, where appropriate, contact or vehicle information before the event. The expected list is linked to the host member and table so the guest can be checked in without entering the whole booking again.
Expected attendance and actual attendance are recorded separately. Authorised staff may replace an expected guest while retaining an audit record of the change.
We use this information to manage access, verify the host member, maintain attendance records and support the safe and responsible operation of the club.
If a guest later applies for membership, information supplied during guest registration may be used to prefill parts of the application after appropriate notice. The normal application and approval process still applies.
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Events and ticketing
If event reservations or ticketing are enabled, we may use information to administer the event, manage capacity and bookings, communicate changes, verify bookings, manage payments or refunds, meet licensing or safety requirements and deal with enquiries or disputes.
Member-booked table payments are stored as event payments separately from membership subscriptions. Guests listed on a booking are not automatically converted into Club members.
Purchasing or reserving an event ticket does not create club membership.
Where an external ticketing provider is used, it may also process personal information under its own privacy arrangements and will be identified at the relevant booking stage.
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Private hire
If you enquire about private hire or another function, we may use the information provided to respond, assess availability and suitability, provide quotations, arrange viewings, manage deposits and payments, administer the booking and communicate before and after the event.
Information may also be retained where reasonably necessary to deal with cancellations, damage, complaints, disputes or other matters arising from a booking.
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Photographs and media
Photographs may be taken or supplied in connection with football, club activities, events or Blues Bar.
Where consent is required for a particular use, we request it separately. A membership photograph used for identification and membership-card administration is not treated as consent for publicity or marketing use.
We take particular care where photographs or information relate to children and young people and follow the club's safeguarding procedures.
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CCTV
CCTV operates at the premises for the safety and security of members, guests, visitors, staff, volunteers, property and the club. It may be used to deter and detect crime, investigate incidents, manage security and support legal, licensing, insurance or safeguarding matters where appropriate.
Signs are displayed in areas where CCTV operates. Access to recordings is restricted to authorised people.
Recordings may be shared with authorised club personnel, insurers, professional advisers, regulators or law-enforcement bodies where this is necessary and lawful.
Relevant footage may be kept for longer when required for an incident, complaint, insurance or legal claim, lawful request or law-enforcement investigation.
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Website, cookies and technical information
When you use our website, technical information may be processed to operate, secure and maintain the service. This can include device or browser information, security logs and essential website or session information.
Further information about cookies and similar technologies is provided in our Cookie & Storage Notice.
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Administrator and audit records
Authorised administrators may have individual accounts for managing memberships, guests, events, website content and other club functions.
The system may record membership decisions, refunds, amendments, membership changes, publications, administrator-account changes and other significant administrative actions.
We use audit information to maintain security, accountability and appropriate governance. Administrative access is restricted according to each person's authorised role.
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Why we use personal information
Contract or steps before entering into a contract — including private-hire enquiries, bookings, purchases, paid services and an approved membership relationship where applicable.
Legal obligations — including applicable financial, accounting, licensing, safeguarding, regulatory and statutory requirements.
Legitimate interests — including administering the club and Blues Bar, reviewing applications, operating the Guest Register, protecting the premises and systems, using CCTV, maintaining records, preventing fraud or misuse, managing events and enquiries and supporting safe and effective operation. We consider whether these interests are overridden by the rights and interests of the people concerned.
Consent — where appropriate, including certain optional marketing communications and particular publicity uses of photographs or media. You may withdraw consent at any time without affecting processing that was lawful before withdrawal.
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Marketing
We do not treat a membership application, guest registration, event booking or private-hire enquiry as automatic consent to receive unrelated marketing.
Where consent is required, it is requested separately through an unticked choice. You may unsubscribe, withdraw consent or object to direct marketing at any time by using the unsubscribe method provided or contacting admin@bluesbarcogenhoe.co.uk.
Where permission exists, we may use saved interests to make communications more relevant. Promotional messages are sent to recipients individually and do not expose other recipients' addresses.
We may retain a minimal suppression record after an opt-out to ensure that the preference continues to be respected.
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International transfers
Some technology, payment, hosting or communications providers may process personal information outside the United Kingdom.
Where this involves a restricted international transfer, we use an applicable adequacy decision or appropriate safeguards recognised by UK data-protection law, together with any required risk assessment and supplementary measures.
Information about the safeguards relevant to a particular transfer can be requested using the contact details in this notice.
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How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and for related legal, accounting, safeguarding, insurance, security, complaint or dispute requirements.
The period depends on whether a membership remains active, the outcome of an application, accounting requirements, the need to investigate incidents or disputes, safeguarding or insurance requirements, security and audit needs and applicable legal limitation periods.
CCTV recordings are normally retained for 30 days, subject to the exceptions explained above.
Marketing information is retained until consent is withdrawn, an objection is made or it is no longer required, although a minimal suppression record may be retained to respect an opt-out.
Member interests are reviewed with the membership record and may be updated or removed by the member. Guest attendance, guest vehicle registrations, member attendance, event attendance and overnight vehicle records may require different retention periods according to an approved Club retention schedule.
Automatic destructive deletion of those operational categories is not enabled until the Club has formally approved the relevant retention periods and any necessary exceptions.
When information is no longer required, we securely delete, anonymise or otherwise dispose of it as appropriate.
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Security
We use reasonable organisational and technical measures to protect personal information against unauthorised access, alteration, disclosure, loss or misuse.
Access to administrative systems is restricted to authorised users according to their responsibilities. Administrative activity may be logged for security and accountability.
No online system can be guaranteed to be completely secure, but we take proportionate steps to protect the information entrusted to us.
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Your data-protection rights
Depending on the circumstances and lawful basis, you may have:
- the right to be informed about how your information is used;
- the right to request access to your personal information;
- the right to ask for inaccurate information to be corrected;
- the right to request erasure or restriction in certain circumstances;
- the right to object to certain processing;
- the right to data portability in applicable circumstances;
- the right to withdraw consent where processing is based on consent; and
- rights relating to solely automated decision-making with legal or similarly significant effects.
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Right to object
Where we process your personal information on the basis of legitimate interests, you have the right to object to that processing in certain circumstances.
You have an absolute right to object to the use of your personal information for direct marketing. If you object, we will stop using it for that purpose.
To object, contact admin@bluesbarcogenhoe.co.uk.
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Complaints
If you are concerned about how your personal information has been handled, please contact us first so that we can investigate the matter.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data-protection regulator.
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Automated decisions
Membership approval or rejection is not determined solely by an automated computer decision.
Systems may calculate dates, payment status, expiry dates or eligibility for administrator review, but substantive membership decisions remain subject to the club's authorised approval process.
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Children and young people
Cogenhoe United Football Club works with children and young people through its football activities.
Where information relating to a child is processed, we use particular care to ensure it is necessary, appropriate, explained clearly and handled in accordance with applicable data-protection and safeguarding requirements.
The Blues Bar membership and guest systems only collect information about children where necessary for the relevant membership, visit, service, safety or safeguarding purpose. Information supplied by an adult must be provided by someone with parental responsibility or appropriate authority.
Safeguarding concerns are handled under the club's Safeguarding Policy and established safeguarding procedures.
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Changes to this notice
We may update this Privacy Notice when our services, systems, legal obligations or data-processing activities change.
The current version will be published here with its version number and last-updated date. Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected people before the new use begins.