Privacy Notice
PRIVACY NOTICE
IWFS EUROPE-AFRICA LIMITED
INTRODUCTION
IWFS understands that the privacy of all of our members is important to them and that they care about how their personal data is used. In this Privacy Notice, IWFS refers to all of those individuals as “you” for convenience.
IWFS respects and values your privacy and will only collect, hold, use, or share your personal data in ways that are described here, and in a way that is consistent with our obligations and your legal rights.
1. Information about us
IWFS Europe Africa Limited (“IWFS”) is a company limited by guarantee registered in England under no. 09092937 whose registered address is: The Pavilion, Botleigh Grange Business Park, Hedge End, Southampton SO30 2AF.
Data Protection Officer: Jonathan O’Brien.
Contact details for the Data Protection Officer are included in paragraph 12 below.
2. What does this Notice cover?
This Privacy Notice explains the types of your personal data that we collect, how it is collected, how it is held, how we use it, and how it is processed. It also explains your rights under data protection legislation relating to your personal data. Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
3. What is “personal data”?
Personal data is any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier. Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as photographs or videos of you, identification numbers, electronic location data, and other online identifiers. The personal data that we collect and use is set out in paragraph 5 below.
4. What are my rights?
Under the data protection legislation, you have the following rights, which IWFS will always work to uphold. You have the right to:
a) be informed about how we process your personal data;
b) access and be given a copy of the personal data we hold about you. (See paragraph 10 below about this);
c) require us to correct any personal data that we hold about you if any of it is inaccurate or incomplete;
d) be forgotten: in certain circumstances you have a right to have your personal data erased from our records;
e) restrict the processing of your personal data;
f) object to the way we process your personal data . This includes the right to object to our use of your data for direct marketing purposes, including where we rely on the soft opt-in. If you object, we will stop using your data for this purpose;
g) withdraw consent: if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time;
h) data portability: the right in certain circumstances to have us transfer your personal data to another organisation or another part of IWFS; and
i) not be subject to a decision based solely on automated processing (including profiling) which produces legal effects on you. We do not use your personal data in this way.
As to how to contact us for more information about our use of your personal data or exercising your rights as outlined above, see paragraph 12 below.
It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.
If you wish to make a complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office but please contact us first (see paragraph 12 below) so that we might try to resolve your concerns ourselves.
5. What personal data do you collect and how?
IWFS may collect and hold some or all of the personal data set out below, using the methods set out there. We do not collect any ‘special category’ (‘sensitive’) personal data or personal data relating to children or data relating to criminal convictions and/or offences.
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Data collected |
How we collect the data |
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Identity Information including name and title |
Information provided by you to us in person, via application form, by email, by our website or by other direct interaction with you.
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Contact information including postal address, email address and phone number |
Information provided by you to us in person, via application form, by email, by our website or by other direct interaction with you.
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Payment information including credit card details and bank account information
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Information provided by you to us in person, via application form, by email, by our website or by other direct interaction with you.
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Any further information needed for the individual to become a member, such as date of joining, branch membership, age, or payment of dues.
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Information provided by you to us in person, via application form, by email, by our website or by other direct interaction with you. |
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Photographs and videos of members and others attending our events.
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Photographs or videos taken at events by direct interaction with you.
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6. How do you use my personal data?
Under UK data protection legislation, IWFS must always have a lawful basis for using personal data. The following table describes how we will use your personal data, and our lawful bases for doing so:
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What we do |
What data we use |
Our lawful basis |
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Administering our organisation |
Identity information, contact information, payment information and further information.
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Legitimate interests of managing our organisation. |
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Managing our relationship with you as a volunteer. |
Identity information, contact information and further information. |
Contract. By paying your membership fees you have entered into a contractual relationship with us as set out in our membership terms and conditions.
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Supplying our services to you. |
Identity information, contact information, payment information and further information. |
Contract. By paying your membership fees you have entered into a contractual relationship with us as set out in our membership terms and conditions.
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Managing payments for our services and events. |
Identity information, contact information, payment information and further information. |
Contract. By paying your membership fees you have entered into a contractual relationship with us as set out in our membership terms and conditions.
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Signing you up as a member |
Identity information, contact information, payment information and further information.. |
Contract. By paying your membership fees you have entered into a contractual relationship with us as set out in our membership terms and conditions. |
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Managing our relationship with you as a member. |
Identity information, contact information, payment information and further information. |
Contract. By paying your membership fees you have entered into a contractual relationship with us as set out in our membership terms and conditions. |
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Communicating with you, including where you enquire about us and our work, our partners or our events. |
Identity information, contact information and further information. |
Contract. By paying your membership fees you have entered into a contractual relationship with us as set out in our membership terms and conditions. |
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Supplying you by email or SMS with information solely about our organisation, purposes, objectives, work, activities, events, volunteering, support or donations. |
Identity and contact information |
Consent. Where you have joined IWFS as a member, or applied to be a member, you have consented to receive information about the organisation.
You will always have the option to opt-out at any time, either when providing your details or in every message we send. |
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Manage our events |
Identity and contact information. |
Consent. Where you have registered to attend an IWFS event, whether you are a member or not.
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Photography and videography |
Photographs or video recordings of individuals attending our events |
Consent. Whereby we photograph or record events to provide information about IWFS and to promote the organisation and its interests.
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With your permission and/or where permitted by law, IWFS may use your personal data for marketing purposes, which may include contacting you by email and/or telephone and/or text message and/or post with newsletters, notices, appeals, events, or other information or with information about us our products, services, partners or events. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the UK data protection legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
If you have previously engaged with us — for example, by registering for an event — we may send you information by email or text message about similar activities. This is known as ‘soft opt-in’ marketing, which is permitted under the Privacy and Electronic Communications Regulations (PECR). You will always be given a clear and simple way to opt out of receiving these communications both at the time we collect your information and in every communication we send. If you do not wish to receive such messages, you can unsubscribe at any time by contacting us directly (see paragraph 12 as to how to contact us).
We may share your personal data with specially-selected third parties who partner with us for marketing purposes, but you will be able to opt-out at any time.
We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in paragraph 12 below.
If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.
In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the data protection legislation and your legal rights.
7. How long will you keep my personal data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
8. How and where do you store or transfer my personal data?
Your data is stored on servers based in the USA by our coordinating organisation, the International Wine and Food Society Limited. We take advantage of the UK-US Data Bridge which ensures that your data enjoys the same protection as it would in the UK under UK GDPR.
Your data is also accessible by certain individuals based in the European Economic Area, the European Free Trade Association, Zambia, South Africa, India, South Korea, Hong Kong, Taiwan, Japan, Malaysia, Singapore, Philippines, Australia and New Zealand, but these individuals are limited in number and are only permitted to access your data for the purposes of administering our organisation or our events.
Please contact us using the details below in paragraph 12 below for further information about the particular data protection mechanism used by us when your personal data is used by anyone in any country outside the UK.
The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:
· limiting access to your personal data to those employees, volunteers, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;
· procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so.
9. Special rules for photography and videography
IWFS may take photographs or videos at our events. You should assume that we will be doing so. If you wish to not have your photograph taken, please let the photographer know. If you do not wish to be included in a general photograph or video of the event, please let the organiser know on the booking form/email for the event. If you are unable to do this, please let the event organiser know when your arrive.
Registering to attend an event implies that you have given consent for your image to be used in any photograph or video unless you have previous requested that it not be.
Any photographs or videos may be used by us in any printed or electronic media produced by us or our parent (and its subsidiaries) or our branches. For the avoidance of doubt, this includes websites, newsletters, magazines and social media.
If you wish to exercise your right to withdraw consent for your image to be used, then you can do so by contacting the Data Protection Officer as set out in paragraph 12 below. Although we will stop using your image in future publications, we will not be able to remove it from any copies that have already been published.
10. Do you share my personal data?
IWFS will not share any of your personal data with any third parties for any purposes, subject to the following exceptions:
We are a subsidiary of the International Wine and Food Society Limited, which also has other subsidiaries. Your data may be shared with the parent and other subsidiaries for the purposes of administering our organisation and notifying you of events.
We have a number of branches in the UK and the European Economic Area which operate as individual entities. They are however part of our organisation and are subject to the same privacy rules as ourselves. Your data may be shared with the them for the purposes of administering our organisation and notifying you of events. A full list of our current branches is Europe Africa Branches.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
We may sometimes contract specially selected third parties to supply products and/or services to our members. Currently, the following third parties have access to your data.
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Recipient |
Activity carried out |
Sector |
Location |
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N/A |
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If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in paragraph 8.
11. How can I access my personal data?
If you want to know what personal data we hold about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a Subject Access Request (“SAR”).
All SARs should be made in writing and sent to the email or postal address shown in paragraph 12.
There is not normally any charge for a SAR. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your SAR within 30 days of receipt. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
12. How do I contact you?
To contact us about anything to do with your personal data and data protection, including to make a SAR, please use the following details for the attention of Jonathan O’Brien, our Company Secretary and Data Protection Officer:
Email address: treasurer@iwfs.org
Postal Address: The Pavilion, Botleigh Grange Business Park, Hedge End, Southampton SO30 2AF
13. Compliance
This Privacy Policy has been prepared in accordance with the requirements of both the General Data Protection Regulation of the European Union and UK GDPR.
14. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This Privacy Notice was adopted by the Board of IWFS Europe Africa Ltd on 7 January 2026.