Privacy Policy

Who we are

We are the Tramway and Light Railway Society, a society dedicated to those with an interest in tram and light railways and in particular tramway modelling. The TLRS is a registered Charity – No. 272961.

Our address is:
TLRS Membership Secretary,
29 Kennaway Rd,
Clevedon,
Somerset,
BS21 6JJ.
United Kingdom.
01455203307.

You can email our Membership Secretary at:- membership@tlrs.info

Our website address is: https://www.tlrs.info

What information do we collect and why?

The information we might ask you to provide is: Your name, title and full postal address with postcode. If your contact with us is regarding a purchase or subscription: Bank card or other payment details, if appropriate. Your email address &/or telephone number. For Senior, Student or Junior membership applications: Year of birth

When you visit our website, interact with it, contact us and purchase from us, we collect data from you and store it. We have outlined below what it is we collect and why.

Comments

We require visitors leaving comments to sign up for an account with us. During this process we store the email address associated with your account. When leaving comments on the site we collect the data in the comments form, and also the commenter’s IP address and browser user agent string to help spam detection.

After approval of your comment, your profile picture is visible to the public in the context of your comment.

Cookies

By leaving a comment on our site you opt in to saving your name, email address and website in cookies. These cookies are for your convenience so that you do not have to fill in your details again when leaving another comment. These cookies will last for one year.

When visiting our login page, we set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

We also use cookies to keep track of the items that you have added to your basket while you are browsing our website.

Our online store

When using our online store we track the products that you have viewed, which we then use to show you the products that you have recently viewed. We also track and store your location, IP address and browser type, this is used for many purposes, such as estimating shipping costs. We will also ask for and store your shipping address in order calculate the delivery cost before you place an order and also so that we can send you your order.

When placing an order with us, we will also store your name, billing address, delivery address, email address, phone number as well as optional account information like username and password. We then use this information to process your payment, set up your account and send you information about your account and order. We also use this information to respond to any queries or complaints you may have as well as offer refunds.

If you create an account with us, we’ll store your name, address, email and phone number, and then use this information to populate the checkout for future orders if you are logged in.

What we do with your information

For purchases and enquiries, we only hold your details for the duration of the transaction. Nothing is retained other than financial records as required by HMRC and the Charities Commission. We are also required to retain data in connection with Gift Aid for seven years.

For TLRS members, your name and address are retained and stored in a secure manner in digital form on our membership database. Only the Membership Secretary has full access to this, but there is an equally secure back-up copy with another officer who can also access data in an emergency. Executive Committee members can receive details of new members and for other specific purposes. Area group officials can receive details of members in their area and may locally ask members for email addresses to keep in touch, but this information is not shared outside the area group.

The data items stored on our membership database are: Title, Name, Full postal address, Gift Aid Preference, Membership Number, Membership Class and, where provided, email addresses and telephone numbers. We do not store any bank card details. The data are retained for a year to allow for late re-joiners.

Sharing your information

We do not share or sell your personal data to anyone, other than as we are required to do so in regard to Gift Aid, HMRC and in the processing of payments via WorldPay. Your data are used only for the purposes of accounting and for the provision of the services that you have requested.

Your postal address is provided via our distribution officer to our printers, Colin Cross Printers, solely for the purpose of sending out Tramfare magazine etc., and nothing else. We do not do mailshots. In the case of membership renewals via our Joint Membership form, if you also request renewal of LRTA or TMS subscriptions, then your basic address details will be forwarded to those organisations, but not any bank card details.

When processing your payment via WorldPay we send your First Name, Last Name, Email Address, Telephone Number and Billing Address to WorldPay so that it can verify the information provided matches the information linked to your payment card. At no point does the website store or hold your payment or card information. You can view WorldPay’s Privacy Policy here.

Our contact forms use Google’s reCAPTCHA to protect against spam. When using our contact form some information may be sent to Google for analysis. This information includes any Google cookies already stored in your browser, the number of mouse clicks or screen touches made on that page, the date and language that your browser is set to and any plugins that the browser has installed and the typing patterns of the user. This information is used to determine whether the visitor is human. We do not store any of this information, it is only used by Google and you can find their Privacy Policy here.

How long we retain your data

If you leave a comment on our website, the comment and its metadata are retained indefinitely. We do this so that we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

If a user registers an account on our website, we also store the personal information provided in their user profile. All users can see, edit, or delete their personal information at any time (the username cannot be changed). Website administrators can also see and edit that information.

How can I access the information held about me?

By law you can ask us if we are keeping any personal data about you and you can also request to receive a copy of that personal data – this is called a Subject Access request.

If you have an account on this site, or have left comments, you can request to receive a copy of the personal data that we hold about you in an exported file, including any data you have provided to us. You can also request that we erase any personal data we hold about you. However this does not include any data we are obliged to keep for the HMRC and the Charities Commission as well as data in connection with Gift Aid.

Applications of this nature should be made in writing to the Membership Secretary at the address given above.

The website contains links to other websites run by other organisations. This privacy policy applies only to the TLRS website itself‚ so we encourage you to read the privacy statements on the other websites that you visit. The TLRS is not responsible for the privacy policies and practices of other websites even if you accessed them using links from the TLRS pages.

Issued by the TLRS, August 2021.