Privacy Policy – HerfClub UK

Last updated: 03/09/2025

HerfClub UK (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you use our website and services.

 

1. Who We Are

HerfClub UK is a UK-based community and prize draw platform for cigar enthusiasts. Our website offers free prize draws, social media/community engagement, and UK-only prize distribution.

For the purposes of the UK General Data Protection Regulation (GDPR), HerfClub UK is the data controller of your personal information.

 

2. Information We Collect

We may collect the following types of personal data:

• Identity Data: Name, age (for age verification), proof of eligibility.
   

• Contact Data: Email address, postal address, phone number.
   

• Transaction Data: Payment details (if applicable for paid entries or services), order history.
   

• Technical Data: IP address, browser type, operating system, and website usage (via cookies).
   

• Marketing & Communications Data: Your preferences for receiving communications from us.
   

 

3. How We Collect Your Data

We collect data in the following ways:

• Directly from you when you register, enter a prize draw, subscribe to our services, or contact us.
   

• Automatically through cookies and analytics when you browse our website.
   

• From social media interactions if you engage with our community channels.
   

 

4. How We Use Your Data

We use your personal data to:

• Administer prize draws and contact winners.
   

• Verify eligibility and confirm you are 18+.
   

• Deliver prizes to UK addresses.
   

• Improve website performance and user experience.
   

• Communicate with you regarding updates, promotions, and community content (where you have opted in).
   

• Comply with legal obligations and regulatory requirements.
   

 

5. Legal Basis for Processing

We rely on the following legal grounds under UK GDPR:

• Contract: To fulfil our obligations when you enter a prize draw or use our services.
   

• Legal Obligation: To comply with UK laws (e.g., age verification).
   

• Legitimate Interests: To improve our services and community engagement.
   

• Consent: For sending marketing communications (you can withdraw consent at any time).
   

 

6. Data Sharing

• We will never sell your personal data.
   

• We may share data with trusted third-party service providers (e.g., payment processors, delivery companies, IT support).
   

• If legally required, we may share data with law enforcement or regulatory authorities.
   

 

7. Data Retention

• We keep personal data only as long as necessary for the purposes outlined above.
   

• Entry and winner data may be retained for up to 12 months for audit and compliance purposes.
   

• Marketing preferences are kept until you opt out.
   

 

8. International Transfers

• We do not transfer your personal data outside the UK.
   

• If in the future international transfers are required (e.g., cloud services), we will ensure safeguards are in place.
   

 

9. Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you.
   

• Request correction of inaccurate data.
   

• Request deletion of your data (“right to be forgotten”).
   

• Object to processing or restrict how your data is used.
   

• Withdraw consent to marketing at any time.
   

• Lodge a complaint with the UK Information Commissioner’s Office (ICO).
   

 

10. Cookies

• Our website uses cookies to improve your browsing experience and collect analytics data.
   

• You can manage cookie preferences in your browser settings.
   

 

11. Security

We use appropriate technical and organisational measures to safeguard your personal data against loss, theft, and unauthorised access.

 

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data rights, please contact us at:

📧 Email: stephen@herfclubuk.co.uk

📍 Address: 8 Llewelyn road, Swansea, sa4 9bb