Privacy policy

Privacy Policy

1. Information about us

The Caravan Club Limited, trading as the Caravan and Motorhome Club (the Club), is the owner and operator of (our website). We are a company limited by guarantee registered in England and Wales under company number 646027. Our registered company address is: The Caravan Club, East Grinstead House, East Grinstead, West Sussex RH19 1UA. Our VAT number is 239719331.

2. Contact us

If you would like any information about the Caravan and Motorhome Club and its activities you can contact us by telephone on 01342 327410 or email You can also write to the Caravan and Motorhome Club at the registered company address above. If you have any queries relating to this Privacy Policy, our Use of Cookies policy or Terms of Use, please contact the Data Protection Officer by letter at the address above or email

You can get in touch by using the form on our Contact Us page on our website or call us on 01342 327410.

Thank you for visiting our Partner Portal website.

3. Privacy Policy

3.1. Our policy

The Caravan and Motorhome Club (We) are committed to protecting and respecting your privacy.

This policy (together with our Terms of Use and any other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our policy and practices regarding your personal data and how we will treat it. By visiting our website you are accepting and agreeing to the practices described in this policy.

For the purpose of compliance with UK data protection law, the data controller is The Caravan Club Limited and the Data Protection Officer is our nominated person for data protection.

3.2. How do we collect information?

Your personal data, that is any information which identifies you, or which can be identified as relating to you personally, for example, and not limited to: name, address, phone number, email address, may be collected and used by us.

We obtain personal information from you when you send or receive emails to or from us, ask a question, contact us through our website or otherwise provide us with personal information. We also collect personal data in connection with specific activities such as making an enquiry. 

Examples of ways that you may share your personal data with us are by:

●      completing electronic and paper forms

●      corresponding with us by phone, email, social media or letter

The Club will inform you at the point of collection what the purpose of the data processing is and provide you with the relevant information to access this Privacy Policy.

3.3. What information do we collect?

The personal information we collect will depend on the nature of the data processing requirement. For example, it might include name, email address, postal address and telephone number. 

We also gather general information about the use of our website, such as which website pages users visit most often and which services, events or facilities are of most interest. We may also track the pages users visit when they click on links in emails and we may use this information to personalise the way our website is presented when users visit it, to make improvements to our website and to ensure we provide the best service for users. Wherever possible we use aggregated or anonymous information which does not identify individual visitors to our website. 

For more information on this, please see our Use of Cookies policy.

3.4. How do we use this information?

Depending on your relationship with us, we will use your personal information for the following purposes:

●      to provide you with the services or information you have requested

●      to provide online technical support should you encounter a problem with our website

●      for investigation purposes if there is a suspected misuse of our website

●      to enable you to transact within certain areas of our website and perform activities such as complete enquiry forms

●      for general administration purposes, such as handling your enquiries 

●      to guide and support the general objectives of the Caravan and Motorhome Club

●      to comply with statutory and regulatory compliance

We may need to share your information with our service providers, associated organisations and agents for the purposes described above but we never sell your information to other organisations.

3.5. Cookies

Our website uses cookies and similar technologies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website. For detailed information on the cookies we use and the purposes for which we use them see our Use of Cookies policy.

3.6. Processing your personal data for analytics

We know it is important to our website visitors for us to provide the best, tailored service possible. To help us do this, we use analytics to see how pages are performing and can optimise content according to how users are engaging on the website. 

We use specific tools, such as Google Analytics, to look at how you interact with us online. Much of the information we collect is aggregated, however we may also collect some personal data for the purpose of personalising your experience and to ensure the website is functioning as intended. We collect some of this information using cookies or similar technologies and our Use of Cookies policy provides more information about that. 

3.7. How do we protect your personal information?

We take appropriate measures to safeguard personal information that is disclosed to us and keep it secure, accurate and up to date. We utilise established market leading services for many of our processing activities which are compliant with stringent privacy and security standards based on industry best practices.

3.8. How do we store your information and do we send it outside the United Kingdom (UK)?

Club operations are based in the UK and we store most of our data on secure cloud based services. 

The Club and some organisations, which provide services to us, may transfer data outside the UK but we’ll only allow this if your data is adequately protected.

To protect your data when it is transferred outside the UK we will either:

●      put in place a contract or contract clauses approved by the Information Commissioner’s Office (ICO) or relevant data protection regulator to protect your data;

●      ensure that the country that the data is transferred to has been approved as adequate for data protection by the ICO; or

●      ensure that one of the other safeguards set out in the relevant data protection laws is in place.

Sometimes it may be necessary for us to transfer data out of the UK without us being able to put these safeguards in place. We will only do this where the law permits, for instance if the transfer is necessary to perform a contract with you.

3.9 Will we disclose the information we collect to third parties?

As indicated above, we may pass your information to our service providers, agents and associated organisations for the purposes explained above. 

We share information with other data controllers and Club instructed data processors. Categories of recipients normally include:

●      certificated locations

●      trusted partners

●      communication distribution and marketing companies

●      infrastructure service providers

●      contractors working for the Club in an operational capacity 

●      cloud service providers

●      IT and system administration services

●      data storage, redaction and destruction partners

●      professional advisers including lawyers, auditors and insurers who provide consultancy, legal, insurance and accounting services.

We may also need to disclose your information if required by law, for example to government bodies and law enforcement agencies, or if we have your permission to do so.

We will not sell any personal data or your web browsing activity to a third party.

3.10. Links to other websites

Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we don’t accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites. This Privacy Policy applies solely to the personal data collected by the Club.

3.11. What is the lawful basis for processing personal data at the Club?

Collecting, processing and using personal data is permitted only under a lawful basis.  The lawful bases that the Club operates under are listed below, along with the main data processing activities that fall under them.

  1. Legitimate interests

We process your data where this is necessary to grow our business, improve and expand the offers we make to users of our business, for the administration of our business and to manage our relationship and correspondence with you, on the basis that we have a legitimate interest in doing this.

3.12. How long does the Club keep personal data for?

We retain personal data for no longer than is necessary. What is necessary will depend on the circumstances of each data type, taking into account the reasons that the personal data was obtained, but if relevant, the length of retention is determined in a manner consistent with legal and regulatory obligations.

3.13. What are my data subject rights?

Under UK data protection law, a data subject is considered to be ‘an individual who is the subject of personal data’. Data subjects have certain rights and by exercising these rights, you can make requests regarding your personal data to the Club.  A summary of these rights is explained below.

The Supervisory Authority that regulates and enforces data protection law in the UK is the Information Commissioner’s Office (ICO) and additional information and guidance about these data subject rights can be found on their website as follows

1)  Right to be informed

At the point of collecting personal data from you, the Club must provide you with information such as the purpose and rationale for the processing of that data.

2)  Right of access

This right provides you with the ability to access your personal data that is being processed by the Club. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your requested personal data. The information will be provided free of charge unless the request is manifestly unfounded or excessive; in those cases, the request may be refused or a reasonable fee charged.

3)  Right to rectification

This right provides you with the ability to ask for modifications and rectification to your personal data in the event you believe that your personal data is not up to date or accurate.

4)  Right to erasure

Also known as ‘the right to be forgotten’ this right, under certain circumstances, provides you with the ability to ask for the deletion of your personal data. We may refuse to fulfil the right to erasure if there is legal reason why the personal data must be retained, the grounds are not valid or if the data is required for use in the defence of a legal claim.

5)  Right to restriction of processing

You have the right to restrict the processing of your personal data where you have a particular reason for wanting the restriction. This may be because you have concerns with the personal data the Club holds about you or how we have processed your data. In most cases we will not be required to restrict your personal data indefinitely, but will need to have the restriction in place for a certain period of time.

6)  Right to data portability

This right provides you with the ability to ask for a copy of or a transfer of your personal data, in a certain format. You may ask for your personal data to be provided back to you or transferred to another data controller. When doing so, the personal data must be provided or transferred in a structured, commonly used and machine-readable format.

7)  Right to object

You have the right to object to the Club processing your personal data, including marketing activities and profiling, on grounds relating to your particular situation. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

8)  Right to object to automated processing

This right provides you with the ability to object to a decision based solely on automated processing, including profiling. Under this right, you may ask for your processing to be reviewed manually and with human intervention.

3.14. Exercising your data subject rights

To make the request process easy for you and to ensure we have all the information we need to be able to fulfil your request, you can complete an online request form. Once completed and submitted, the form will be sent to the Club’s Data Security Compliance Team for review. We may request further information from you to help us verify your identity.

You are not obligated to use the form to make a request but we will need all the information asked for on the form in order to process your request. If you would prefer to make a request verbally, you can call the Club on 01342 318813 or alternatively you can write to or email the Data Protection Officer at the contact details provided in Section 2.

Once we have all the information necessary to respond to your request and have confirmed your identity, we’ll locate your information and manage your request without undue delay and in any event within one calendar month. Note that this timeframe may be extended by two further months if your request is particularly complex or there is a large volume of requests.

3.15. CCTV

Some of our locations and properties have Closed Circuit Television (CCTV) and you may be recorded when you visit them. CCTV is used to provide security and protect both our members and visitors and the Club property. CCTV will only be viewed when necessary, for example, to detect or prevent crime, and footage is stored for a set period of time after which it is overwritten.  The Club aligns with the Information Commissioner’s Office Guidance on Video Surveillance and we put up notices so you know when CCTV is in use.

3.16. Monitoring of telephone calls

Your telephone calls to us may be recorded and monitored for quality control and regulatory purposes.

3.17. Making a complaint

If you think your data has been misused or that we haven’t kept it secure, please contact us using the contact details provided in Section 2 and we will investigate any concerns you may have. If you are unhappy with our response or if you need any advice you should contact the Information Commissioner’s Office (ICO).

The telephone number for the ICO Helpline is 0303 123 1113 or you can also chat online with an advisor.

The ICO can investigate your claim and take action against anyone who has misused personal data. You can also visit their website for information at

3.18. Tell us about changes to your information

If your personal details change, please help us keep your information up to date by notifying us at: Caravan and Motorhome Club, East Grinstead House, East Grinstead, West Sussex RH19 1UA, or by emailing

3.19. Changes to this Privacy Policy

We will amend this Privacy Policy from time to time to ensure it remains up to date and reflects how and why we use your personal data as well as any new legal requirements. Please visit our website to keep up to date with any changes as the current version of this policy will always be posted on our website.

Version no.

Description of change

Date published


Policy published

22nd August 2022

3.20. Last update

This Privacy Policy (Version 1.0) was published on 22nd August 2022.