Privacy Notice

Who we are

Secret Hospitality Club is a trading name of Cherished Group Limited, a company registered in England and Wales (company number 14318085), registered office Willoughby House (Office 7), 2 Broad Street, Stamford, England, PE9 1PG. Cherished Group Limited is the controller of the personal data described in this notice and is registered with the Information Commissioner's Office (ICO) under number [ICO REGISTRATION NUMBER — Dean to confirm].

Cherished Group Limited also operates the Sporting Escapes Group and Cherished travel brands. This notice explains what we collect when you apply for membership, why, and the choices you have. Contact us about anything in it at [PRIVACY CONTACT EMAIL — Dean to confirm].

What we collect

When you complete the membership application form we collect:

• Your details: full name, email address, phone number and location (city and country).
• Your travel profile: whether you are applying as an individual, a PA or representative, a family office or a company; leisure or business travel; your estimated annual travel spend band; the areas you are interested in; any upcoming plans you tell us about; and how you would like us to contact you.
• Your confirmations: that you have read this notice and that you understand membership is application-only and the stated minimum fee.
• How you found us: a campaign or referral tag in the link you used (for example utm_source), if there was one.

If you apply on behalf of someone else (for example as a PA), please only give us their details with their knowledge and point them to this notice. We do not ask for, and ask you not to send, sensitive information such as health details, passport numbers or payment card details through the form.

With your permission only, we use Google Analytics cookies to understand how visitors use the site. You choose on the cookie banner; if you decline, Google Analytics is not loaded.

Why we use it, and our lawful basis

• To assess your application, contact you about it and, if you are accepted, set up your membership. Lawful basis: taking steps at your request before entering into a contract (UK GDPR Article 6(1)(b)).
• To record and manage your application in our group customer-relationship system, so the right member of our team handles it and nothing is lost. Lawful basis: our legitimate interests in running our business efficiently (Article 6(1)(f)).
• To keep records, prevent fraud and misuse of the form, and deal with any legal claims. Lawful basis: legitimate interests (Article 6(1)(f)) and, where a law requires it, legal obligation (Article 6(1)(c)).
• Analytics cookies. Lawful basis: your consent (Article 6(1)(a) and the Privacy and Electronic Communications Regulations). You can withdraw it at any time by clearing this site's cookies, after which the banner will ask again.

We do not send you marketing emails from this form, we do not sell your data, and we do not make decisions about you by automated means alone: every application is reviewed by a person.

Who we share it with

Only the service providers we need to run the club, acting on our instructions:

• Base44, which hosts this website and the database the application form saves to.
• Our group customer-relationship (CRM) system, operated by Cherished Group Limited for its Sporting Escapes Group brands and also hosted on Base44. Each application is copied there so our team can respond to it.
• Postmark (email delivery) and Microsoft 365 (our team's email), which carry notifications about new applications and our replies to you.
• Google (Google Analytics), only if you accept analytics cookies.
• Hotels, villa owners, yacht operators, event organisers and other travel suppliers, only if you become a member and ask us to arrange something, and only the details they need to provide it.

We may also disclose data where the law requires it, or to professional advisers and insurers under a duty of confidentiality.

International transfers

Some of these providers store or access data outside the UK, including in the United States. Where they do, we rely on UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework, where the provider is certified) or on the ICO's International Data Transfer Agreement or Addendum, so your data keeps an equivalent level of protection. Ask us for details at [PRIVACY CONTACT EMAIL — Dean to confirm].

How long we keep it

• Applications that do not lead to membership: [24 months — proposed default, Dean to confirm] after our last contact with you, then deleted from this site and from our CRM.
• Members: for as long as you are a member, then for up to six years after the membership ends, which is how long we may need records for tax, accounting and legal claims.
• Analytics data: under Google Analytics' retention settings for our property (no longer than 14 months).

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal data we hold about you;
• ask us to correct anything that is wrong or incomplete;
• ask us to delete your data;
• ask us to restrict how we use it, or object to our using it on the basis of legitimate interests;
• ask us to move data you gave us to another organisation (data portability);
• withdraw your consent to analytics cookies at any time.

To use any of these rights, email [PRIVACY CONTACT EMAIL — Dean to confirm]. We will reply within one month. There is normally no charge.

If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, telephone 0303 123 1113.

Security

Applications are stored in a database that only our authorised team can read; the admin screen requires an administrator login. Data is encrypted in transit (HTTPS).

Age

Membership is for adults. Please do not apply if you are under 18.

Changes to this notice

We will update this page if the way we use personal data changes, and change the date at the top. Please also read our Terms.