Please note: This is the privacy statement from our old website. Some of it doesn’t apply to this new website, but we haven’t had a moment to update it all yet. Sorry about that. It refers to some features of our old website that don’t exist any more, so some of it won’t make sense if you look too hard at it. And believe us, we’ve looked hard at it.
We hope it goes without saying that we take your privacy very seriously, so while we’re updating this statement, we’ll continue to follow the spirit of it.
If you need any more information in the meantime, please email firstname.lastname@example.org.
At Club Soda we believe in the potential of shared experiences to change your drinking habits. Because this may involve you sharing sensitive information about your life and health, we also believe in the importance of clear and transparent privacy guidelines. As a user it’s important that you know how we use and share your data, and how you can control what happens to information you share in Club Soda.
Here’s our privacy statement, and a guide for our members.
1. Sharing and Controlling Information
What is Club Soda?
Club Soda Limited is registered in England and Wales under company number 08962532. Its registered office address is 30 Opus Studios, 214 Plaistow Road, London E13 0AQ, United Kingdom.
Why does Club Soda store my personal information?
Club Soda will record and store your personal information (name, email address and so on) since we have a “legitimate interest” to do so: to provide you with our services. This is our legal justification for processing your personal data. We will try to minimise the amount of data we collect, and most details are optional: you only need to give us your email address and a username (we recommend that your username does not contain your real name or email address!).
Who can see my personal identifiable information?
None of your personally identifiable information (i.e. email address, postcode/zipcode, date of birth) is ever visible to other users or third parties without your explicit consent. We encourage you to choose a non-identifiable username as this is visible to other users.
Who can see the comments I write?
Comments on the blogs and your user profile are only visible to logged-in users (i.e. other registered Club Soda members). If there is anything that you are not comfortable sharing with the Club Soda community, you should not include it in your profile page, posts, questions, comments, answers and so on.
Who can see my non-personally identifiable information?
Club Soda may anonymize and aggregate information collected through the site. This information may then be published as a study or shared with our research partners. You can always control whether your information is used in this way by following the instructions below.
Can I control who sees my information?
You always control who can see your information and how it is used. You can change your data sharing settings at any time, to stop sharing your information with our research partners. You will still be able to use our site.
Will I be contacted for research purposes?
We may contact you for research purposes, such as taking part in surveys or scientific studies, or helping us improve the behaviour change techniques we offer. In this case it will always be Club Soda that contacts you first, not a research partner directly, as we will never share your email address or other details with third parties without your permission. You can opt out of being contacted for research purposes at any time.
2. Who can access information and how
Club Soda use of data
We will use the data from our website to improve our services. This includes usage statistics, and analysis and evaluations of how our members use the service and how they benefit from it. The results and findings from these may be shared internally at Club Soda, with our funders and other stakeholders, or with the general public. No identifiable personal information will ever be shared.
Partner organisations and other affiliates
We may give our partner organisations, academic researchers, and other affiliates access to anonymised and aggregated data from Club Soda about members who have chosen to share their data. An affiliate refers to any expert member, non-profit health organisation, patient group, individual, hospital, or medical professional with which Club Soda is in partnership and who has agreed to and filled out the Terms of Engagement for expert members. Just to be clear: we will not share your personal information.
Club Soda welcomes professionals from all sorts of disciplines to become members in their own right. However, if you want to offer your services to members, we ask that you also join as an Expert Member and sign up to the Terms of Engagement for expert members or perk providers.
If you are working with an expert member to change your drinking, we will not disclose any of your private information to them. You may however choose to share your information with them.
Health Institutions (e.g. NHS or Department of Health), universities and our funders may want to use Club Soda and our data for research purposes. This may be analysis of data submitted by users of Club Soda services, or through more structured studies with volunteer members. This only happens where users give their consent to share such information, and users can always opt out at any time as set out above.
Membership fees and financial data
Club Soda does not store any of your financial details, such as bank account or credit card numbers. Payments, such as monthly membership fees, to Club Soda are made via third parties who do not share your financial details with us. Please note that these online payment providers have their own terms and conditions and privacy policies.
3. The Club Soda business model
The Club Soda basic services are available for free for all members and expert members. We invite voluntary membership donations on a “Pay What You Want” basis. We may charge separately for additional services, such as our socials, workshops, events, and online programmes. This is always made clear to you.
Expert members, perk providers and the bookshop may pay us an affiliate fee if you click through and/or use their services. We do not sell your data to third parties.
4. Privacy and Security
Club Soda applies industry standard IT security features. Our service is hosted on third party servers, and we have contracts in place with our service providers which require them to implement security measures to protect the data they hold. Our website and membership database is hosted in a protected IT environment with regular backups to keep our (and your!) information safe and secure.
Cookies and other tracker technologies
Our websites put small files (known as ‘cookies’) onto your computer to collect information about how you browse the site.
Cookies are used to:
- measure how you use the website so it can be updated and improved based on your needs
- remember when you are logged into our system
You’ll normally see a message on the site before we store a cookie on your computer. Find out more about how to manage cookies. You can also opt out of Google Analytics cookies which we use on all our websites. You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. If you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our websites or some functions on them.
Cookies used on this website:
|Online shopping, randomly generated session for recognising a customer||Stripe||Stripe provides payment services on our website and sets cookies when a user visits our online shop||1 year|
|_ga||Web traffic analytics||Google Analytics||This cookie counts how many people visit our website, by tracking if you’ve visited before||2 years|
|_gid||Web traffic analytics||Google Analytics||This cookie counts how many people visit our website, by tracking if you’ve visited before||24 hours|
|_gat||Web traffic analytics||Google Analytics||Used to manage the rate at which page view requests are made||10 minutes|
|wp_woocommerce_session_||Online shopping||joinclubsoda.co.uk||WooCommerce is the name of our online shopping facilities provider. The cookie contains information identifying the customer and session expiration time||1 year|
|PHPSESSID||Website functionality||joinclubsoda.co.uk||A unique session ID, to manage online forms, logged-in users’ information etc.||Immediately after leaving the website|
|Website functionality||joinclubsoda.co.uk||Contain a unique session ID, to maintain website user’s state (eg. logged in/out) and other preferences/settings||Immediately after leaving the website|
The basic principle of data retention for Club Soda is that we only retain personal data for as long as we need it: to provide our services to our members and other customers, and to enable us to operate as a social business. If possible, we will anonymise data that we store (for example for impact evaluation purposes it is not necessary to identify people).
Most of Club Soda databases are “live”, i.e. they are in constant use and updated as and when new information arises (including deletion of records that are known to be no longer accurate, or where their deletion has been requested by a customer). These databases are therefore retained indefinitely.
Sometimes it is necessary for business purposes to create new files, documents, or databases using information in one of the “live” databases. Such files etc should only be retained for as long as they are required. A regular review of all folders should be conducted to (i) identify and (ii) either anonymise or delete any files etc that hold personal data.
It is prudent to keep backup copies of some data (in case of technical problems or malicious attacks). Club Soda does create such copies of our user data on our websites – these are stored at the same location as the live websites, and are only retained for a maximum of one month. We also take occasional snapshots of these databases and store them on our shared Google Drive, with restricted access (for only Club Soda staff). These backups are retained for a maximum of 12 months.
6. Communications With You
By becoming a Club Soda member, you agree that we may provide you with information about our services (whether by email or any other medium) that we consider appropriate. You may opt out of receiving these materials and notifications by writing to or emailing us to inform us that you wish to be removed from our contact list.
7. If you need more information
How do I make a subject access request?
You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected. If you wish to make a subject access request we will ask you to:
- Email us at email@example.com
Provide proof of identity including your name and any other personal information you have shared with us.
For your security we will only send a response to a subject access request to you the email address registered on this website. You should also note that if we are unable to verify your identity, it may not be possible to provide you with the information requested. For further information please email firstname.lastname@example.org.
I want to make a complaint about a privacy or information matter
If you want to make a complaint related to privacy or our use of information, please email us at email@example.com.
Last modified: 21/5/2018
Last reviewed: 15/7/2019