Privacy Policy
Last updated: November 2025
Watlington Business Association (“WBA”, “we”, “us”, “our”) respects your privacy and is committed to protecting your personal information. This policy explains how we collect, use, and protect personal data when you visit our website https://www.watlingtonba.com, subscribe to our newsletter, or take part in our loyalty scheme and related activities.
1. Who we are
Watlington Business Association is a voluntary, non-profit organisation that supports and promotes independent businesses and community initiatives in Watlington, Oxfordshire.
Contact details:
Email: [email protected]
Address: Watlington Business Association, c/o SO Sustainable, 2a High Street, Watlington, Oxfordshire, United Kingdom
We are the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Information we collect
We may collect and process the following types of personal information:
a. Information you provide directly
b. Information collected automatically
When you use our website, we may collect limited technical data such as:
c. Cookies
Our website may use cookies to enable basic functionality and measure site usage (for example, through Google Analytics). You can adjust your browser settings to refuse cookies if you prefer. Manage cookie settings at the bottom of this page.
3. How we use your information
We use your personal data to:
4. Legal basis for processing
We rely on the following lawful bases to process your data:
5. Loyalty scheme and prize draws
When you take part in the Visit Watlington Loyalty Scheme, you complete a physical loyalty card available from participating retailers.
6. Cookies and analytics
Our website uses cookies and similar technologies to ensure it functions properly and to help us understand how it is used. The website’s cookie preferences are managed through CookieHub, which allows you to accept or reject non-essential cookies.
Types of cookies we use
Necessary cookies
These cookies are essential for the website to operate and cannot be switched off in our systems. They include, for example, session cookies that remember your preferences or maintain site security.
Examples include:
Analytics cookies
With your consent, we use analytics cookies to help us understand how visitors use the site so we can improve content and usability.
We use Snowplow Analytics, which collects anonymous data such as:
You can change or withdraw your consent at any time by selecting “Manage Cookies” in the website footer.
Managing cookies
You can control or delete cookies through your browser settings. Most browsers allow you to block all cookies or receive a warning before one is stored. Blocking essential cookies may affect how the website functions.
You can also change your cookie preferences at any time using our on-site CookieHub settings.
More information
For full details of the cookies currently used on this site, including names, types, and purposes, please see the Cookie Declaration generated by our CookieHub banner.
7. Sharing your information
We may share your data only when necessary:
8. How we protect your data
We take data security seriously. Your information is stored securely with access restricted to authorised WBA committee members or volunteers. Paper records (such as loyalty cards) are held in locked storage until destroyed. Digital data is password-protected and encrypted where possible.
9. How long we keep your data
We retain data only as long as necessary for the purposes collected:
10. Your rights
You have the right to:
11. Links to other websites
Our website may include links to member or partner sites. We are not responsible for their content or privacy practices and encourage you to read their privacy policies before providing personal information.
12. Updates to this policy
We may update this Privacy Policy from time to time. The latest version will always appear on our website with the “last updated” date shown above.
Last updated: November 2025
Watlington Business Association (“WBA”, “we”, “us”, “our”) respects your privacy and is committed to protecting your personal information. This policy explains how we collect, use, and protect personal data when you visit our website https://www.watlingtonba.com, subscribe to our newsletter, or take part in our loyalty scheme and related activities.
1. Who we are
Watlington Business Association is a voluntary, non-profit organisation that supports and promotes independent businesses and community initiatives in Watlington, Oxfordshire.
Contact details:
Email: [email protected]
Address: Watlington Business Association, c/o SO Sustainable, 2a High Street, Watlington, Oxfordshire, United Kingdom
We are the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Information we collect
We may collect and process the following types of personal information:
a. Information you provide directly
- Membership data: name, business name, contact details, and related information when you join or renew membership.
- Enquiries: information provided when you contact us via email, contact form, or in person.
- Newsletter sign-ups: name and email address when you subscribe to receive WBA updates.
- Loyalty scheme entries: name, email address, and phone number written on completed loyalty cards submitted in person for prize draws.
- Event participation: contact details collected for event bookings or attendance.
b. Information collected automatically
When you use our website, we may collect limited technical data such as:
- IP address
- Browser type and version
- Pages visited and time spent on site
- Referring website
c. Cookies
Our website may use cookies to enable basic functionality and measure site usage (for example, through Google Analytics). You can adjust your browser settings to refuse cookies if you prefer. Manage cookie settings at the bottom of this page.
3. How we use your information
We use your personal data to:
- Manage membership records and communications
- Respond to your enquiries
- Send newsletters and updates (only if you have opted in)
- Administer the Watlington Loyalty Scheme, including verifying entries and contacting prize draw winners
- Organise events and community activities
- Promote local businesses (with prior consent)
- Improve our website and communications
- Comply with legal obligations
4. Legal basis for processing
We rely on the following lawful bases to process your data:
- Consent: when you sign up for newsletters or submit your details on a loyalty card.
- Contract: when processing is necessary to manage your membership or event participation.
- Legitimate interests: when processing supports our day-to-day running as a community organisation and your rights are not overridden.
- Legal obligation: when required to comply with law or regulation.
5. Loyalty scheme and prize draws
When you take part in the Visit Watlington Loyalty Scheme, you complete a physical loyalty card available from participating retailers.
- The card asks for your name, email address, and phone number so that winners can be contacted.
- Cards are collected and securely held by WBA or designated retailers until the prize draw takes place.
- Personal details are used solely for administering the scheme and contacting winners.
- Entry details are not added to marketing lists unless you have separately opted in to receive newsletters.
- All completed loyalty cards are destroyed within three months of the prize draw.
6. Cookies and analytics
Our website uses cookies and similar technologies to ensure it functions properly and to help us understand how it is used. The website’s cookie preferences are managed through CookieHub, which allows you to accept or reject non-essential cookies.
Types of cookies we use
Necessary cookies
These cookies are essential for the website to operate and cannot be switched off in our systems. They include, for example, session cookies that remember your preferences or maintain site security.
Examples include:
- __cf_bm (Cloudflare) – used to distinguish between humans and bots for security purposes
- language – stores your preferred site language
- site_session – maintains your browsing session between pages
Analytics cookies
With your consent, we use analytics cookies to help us understand how visitors use the site so we can improve content and usability.
We use Snowplow Analytics, which collects anonymous data such as:
- Which pages are visited
- How long visitors spend on the site
- The type of device or browser used
You can change or withdraw your consent at any time by selecting “Manage Cookies” in the website footer.
Managing cookies
You can control or delete cookies through your browser settings. Most browsers allow you to block all cookies or receive a warning before one is stored. Blocking essential cookies may affect how the website functions.
You can also change your cookie preferences at any time using our on-site CookieHub settings.
More information
For full details of the cookies currently used on this site, including names, types, and purposes, please see the Cookie Declaration generated by our CookieHub banner.
7. Sharing your information
We may share your data only when necessary:
- With service providers who help manage our website, email communications, or data storage (under strict confidentiality agreements).
- With event partners or venues for administration purposes.
- With regulatory or legal authorities where required by law.
8. How we protect your data
We take data security seriously. Your information is stored securely with access restricted to authorised WBA committee members or volunteers. Paper records (such as loyalty cards) are held in locked storage until destroyed. Digital data is password-protected and encrypted where possible.
9. How long we keep your data
We retain data only as long as necessary for the purposes collected:
- Membership data: retained for the duration of your membership and up to 12 months after it ends.
- Newsletter subscriptions: retained until you unsubscribe.
- Loyalty scheme entries: destroyed within three months of prize draw completion.
- General enquiries: deleted after 12 months unless further correspondence continues.
10. Your rights
You have the right to:
- Request access to the personal data we hold about you
- Request correction or deletion of your data
- Withdraw consent for marketing or prize draws
- Object to or restrict certain processing
- Lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk
11. Links to other websites
Our website may include links to member or partner sites. We are not responsible for their content or privacy practices and encourage you to read their privacy policies before providing personal information.
12. Updates to this policy
We may update this Privacy Policy from time to time. The latest version will always appear on our website with the “last updated” date shown above.