Privacy

Last updated: 25 September 2026

This notice explains how we collect and use personal data when you visit this website, contact us or book a site survey, and the rights you have under UK data protection law (the UK GDPR and the Data Protection Act 2018).

Who we are

The Vending Club Ltd ("we", "us", "our") is the controller of the personal data described in this notice. You can contact us about anything in this notice at hello@thevendingclub.co.uk.

The personal data we collect

• Site survey requests. Your name, role at the club, club or venue name, sport, site postcode, email address, phone number (optional), approximate weekly footfall, your message, and the page and any campaign codes that brought you to the form.
• Integration requests. Your club name, the system you use and your email address.
• Emails and calls. What you tell us when you contact us directly.
• Analytics, only with your consent. Pages viewed, how you arrived, approximate location, and device and browser type. See our cookie policy.
• Technical data. Our hosting provider processes IP addresses and request logs to deliver the site securely and protect it from abuse.

We do not ask for special category data, and this website is not intended for children.

How we use it, and our lawful basis

• To reply to enquiries, arrange and carry out site surveys, and send proposals: our legitimate interest in responding to clubs that contact us, and steps taken at your request before entering into a contract.
• To manage our relationship with your club if it becomes a customer: performance of a contract, or our legitimate interests where the contract is with your club rather than with you.
• To understand how the site is used and improve it: your consent, which you can withdraw at any time.
• To keep the site secure and meet our legal obligations: our legitimate interests and legal obligation.

We do not sell personal data, and we do not use it for automated decisions that have legal or similarly significant effects on you.

Marketing

If you contact us on behalf of a club, we will follow up about the survey or information you asked for. We only send other marketing emails where the law allows it, and every one includes a simple way to opt out.

Who we share it with

We share personal data only with service providers who process it on our instructions: our website host and form processor (Netlify), our email provider, our customer relationship management tools and, if you consent, Google (Google Analytics). We may also share it with professional advisers, or where the law requires us to.

International transfers

Some of these providers store data in the United States or elsewhere outside the UK. Where they do, we rely on safeguards recognised under UK law, such as the UK Extension to the EU-US Data Privacy Framework or the International Data Transfer Addendum to the EU standard contractual clauses.

How long we keep it

• Enquiries and survey requests that do not lead to a contract: up to 24 months after our last contact.
• Customer records: for the length of the contract and up to six years afterwards, for legal and accounting purposes.
• Analytics data: no more than 14 months.

Your rights

You have the right to access your personal data, to have it corrected or erased, to restrict or object to our use of it, to data portability, and to withdraw consent at any time where we rely on consent. To use any of these rights, email hello@thevendingclub.co.uk. We will respond within one month.

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).

Kiosk accounts

Member accounts and purchases on a kiosk at a club are covered by a separate kiosk privacy notice, shown when you sign in on the kiosk.

Security

The site is served over an encrypted connection, and access to enquiry data is limited to the people who need it to respond to you.

Changes to this notice

We update this notice when our practices change. The date at the top shows when it was last revised.