Who we are

North East Hongkongers Club (the Company), company number 13594386, is the controller of personal information used for membership administration.

Contact:

Postal address: 17 Main Street, Ponteland, Newcastle Upon Tyne, NE20 9NH

Email: info@nehk.org, and

Telephone: 07584 071457

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Information we collect

• Identity and contact details.

• Membership class, application, admission and cessation records.

• Communications, event participation, payments and preferences.

• Governance records, declarations and conflicts where relevant.

• Accessibility, safeguarding or other sensitive information only where necessary and with an appropriate legal condition.

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Why we use it

• Assess and administer membership.

• Maintain statutory and governance records.

• Communicate about meetings, activities, services and membership rights.

• Collect fees and manage benefits.

• Handle conduct, complaints, safeguarding and legal obligations.

• Protect the Company, its members and participants.

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Lawful bases

Depending on the purpose, the Company may rely on legal obligation, contract or steps requested before membership, legitimate interests, and consent. Special-category information is used only where an additional lawful condition applies. The Company will document the basis used for each processing purpose.

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Sharing

Information may be shared with authorised directors, staff, volunteers and service providers who need it; professional advisers; venues or delivery partners where necessary; and regulators, public authorities or law-enforcement bodies where required or justified by law in the U.K..

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Retention

Application and membership records are kept only as long as needed for statutory, governance, safeguarding, financial and dispute purposes. Proposed schedule: unsuccessful applications [12 months]; operational membership records [duration of membership plus 6 years]; statutory register information [retain as required by company law]; marketing preferences [until withdrawn plus suppression record].

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Your rights

Depending on the circumstances, individuals may have rights of access, correction, erasure, restriction, objection, portability and withdrawal of consent. Some rights are limited where the Company must keep statutory records. Contact the Company first. You may also complain to the Information Commissioner’s Office.

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Children's Personal Information                                                                               

Where activities involve children or young people, the Company will normally collect personal information from a parent or legal guardian where appropriate. Children's information will only be used for the purposes for which it was collected and will be protected in accordance with applicable safeguarding and data protection requirements.

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Photography and Video                                                                                                  

The Company may take photographs or videos during events for promotional, historical or community purposes. Where required by law, consent will be obtained before images are published. Individuals may request that their image is not used wherever reasonably practicable.

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Updates

Version: One. Effective date: 29th July 2026. We will publish or send material changes where appropriate.

This Privacy Notice may be updated from time to time. The latest version will be published on the Company's website and will take effect from the date shown.