Last updated: 6 November 2026
Irish Club OF Luxembourg/Cumann Gaeil Lucsamburg ASBL uses personal information to answer your questions, manage membership and keep you informed about club activities. Our registered address is 28 Route d’Arlon, L-1140 Luxembourg. This policy explains what we use, why we need it and how you can exercise your rights.
Who is responsible for your information?
Irish Club OF Luxembourg/Cumann Gaeil Lucsamburg ASBL is responsible for the personal information described here, as the data controller. For privacy questions or requests, email [email protected]. For membership help, email [email protected].
Visiting the website
When you visit, our website infrastructure processes technical information such as your IP address, the page requested, the time of the request and browser information. We use this to deliver pages, investigate faults and protect the website against abuse. Our legal basis is our legitimate interest in running a reliable, secure website.
Forms use anti-spam checks and temporary rate limits to prevent repeated or abusive submissions. We do not include your raw IP address in the enquiry email or membership signup details. Infrastructure and account security logs are separate.
Contacting the club
The contact form asks for your name, email address and message, and requires you to acknowledge this privacy policy. It sends your enquiry to the club’s shared inbox, [email protected]. If you email us directly, we receive your email address, message and any attachments you include.
We use this information to answer you and follow up on your enquiry. Our legal basis is our legitimate interest in responding to people who contact the club, or taking steps at your request towards membership or an activity. Submitting an enquiry does not subscribe you to a newsletter or create a website account. Please send only the information needed for your enquiry.
Membership and your account
When you join the club, we collect your first and last name, email address and membership type. Family membership also allows you to give household members’ names; that field is optional. We record when you acknowledge the privacy notice and which version you read.
We create a website account, a pending membership record and an unpaid annual membership fee. WordPress sends a single-use link to set your password. Club staff confirm your bank transfer and activate your membership separately. Setting a password does not activate membership.
We use account identifiers, password hashes, membership status, membership year, fee amounts, payment references and payment status to administer your account and membership. Account and security records can also include login times, IP addresses and security events. Authorised staff can manage these records; household names are not a public directory.
Our legal basis for account, membership and fee administration is taking steps at your request and performing the membership arrangement. Security and evidence of the notice shown are based on our legitimate interests in protecting accounts and demonstrating how signup was handled. Accounting records are also kept where required by law.
Your name, email, membership choice and acknowledgement are needed to complete online signup. Without them, the form cannot create your account. Acknowledging this notice is not consent to marketing. You can contact [email protected] for help.
If you supply another household member’s details, please let them know about this policy. For children, provide only the names needed for family membership and act as their parent or guardian. We receive these details from the person arranging the membership.
Membership payments
Membership fees are paid by bank transfer. We use the payer information and reference supplied with the transfer, together with the amount and payment date, to match payment to the membership fee. Banks process transfers under their own legal obligations and privacy notices.
The website does not currently take card payments or collect payment-card details. Please do not send card details by email or through the contact form.
Events, news and the club archive
The website publishes club news, committee information and a historical events archive, including names, contributions and photographs in supplied club material. This material comes from the club’s records and contributors. Our legitimate interest is to explain the club’s activities, recognise contributions and preserve its history, taking account of the people concerned.
If you contact us about an event, we use the details you provide to answer and arrange your participation, where requested. The legal basis is responding to your enquiry or carrying out the activity arrangement. Any additional information needed for a particular event will be explained when it is requested.
If a published name, photograph or archive item concerns you, please email [email protected] with a link to the item so we can consider your request. Public material can be viewed worldwide, including by search engines.
Newsletters and club messages
You can sign up for the newsletter on our newsletter page. We send a confirmation link and subscribe you only after you confirm. Newsletter subscription is optional and based on your consent. Creating a member account does not subscribe you.
We use your email address, any name you provide and your subscription or withdrawal record to manage that request. You can withdraw consent at any time using the newsletter’s unsubscribe link or by emailing the membership inbox. Withdrawal does not affect processing that was lawful before you withdrew.
Messages needed to set up or secure your account, answer an enquiry or administer membership are separate from optional newsletters.
Who can access your information?
Access is limited to club volunteers and administrators who need it for their role, such as handling enquiries, membership or payments, and technical providers supporting the service:
- 352 Digital manages the website and its technical services for the club. It processes club data on the club’s instructions when providing that support.
- CloudHosting.lu, operated by 352 Digital, provides website hosting and technical support. See its privacy policy.
- Amazon Web Services (Amazon SES) delivers website and membership emails using the Frankfurt service region. Delivery involves processing recipient addresses, message content and delivery information. See the AWS data privacy information.
- Microsoft Outlook may hold club correspondence handled by authorised club volunteers. See the Microsoft privacy statement.
- Cloudflare provides network delivery and protection services. Website traffic passing through its network can include IP addresses, request information and content needed to deliver the service. When used for incoming email forwarding, Cloudflare Email Routing also processes addresses and message content to route mail to the club’s chosen inbox. Cloudflare explains its processing roles in its privacy policy.
The club’s account and membership records are stored in its managed WordPress installation.
We may also disclose relevant information where necessary to comply with a legal obligation or establish, exercise or defend a legal claim. We do not sell your personal information.
Where information is processed
CloudHosting.lu’s hosting infrastructure and stored hosting data are located in Luxembourg. Email delivery also involves the systems used by the sender and recipient.
Cloudflare operates an international network, so its processing can take place outside the European Economic Area, including in the United States. Its published Data Processing Addendum describes its transfer framework, including EU standard contractual clauses for restricted transfers. You can contact [email protected] for information about safeguards relevant to your data and how to obtain a copy.
How long we keep information
We keep personal information for the purpose for which it is needed. The relevant criteria are:
- Enquiries and correspondence: the time needed to answer, complete any follow-up and deal with a related complaint or dispute.
- Accounts and membership: the duration of your account and membership, followed by any period needed to resolve outstanding fees, requests or disputes and meet applicable legal duties.
- Payment and accounting records: the applicable legal record-keeping requirements and any unresolved claim. These may need to remain after an account is closed.
- Newsletter records: while you wish to receive the newsletter, with a limited record of withdrawal where needed to respect your choice and evidence of consent where needed to address a complaint.
- Security and technical records: their usefulness for preventing abuse, investigating incidents and resolving faults. Temporary form rate-limit counters expire after one hour; this is not the retention period for separate infrastructure or account logs.
- Public club history: while the material remains relevant to the club’s history and publication remains justified, subject to correction, objection and removal requests.
Deletion requests are assessed against these purposes and any legal requirement to retain particular records. Backup copies may remain until replaced through the relevant backup cycle; they are used for recovery rather than ordinary access.
Keeping information secure
We use access controls, password hashing and form abuse controls to protect information, with technical maintenance managed by 352 Digital. Please keep your password and password-setup links private. No website or email system can guarantee complete security.
Your rights
Under the GDPR, you can ask to access your personal data, correct it, erase it or restrict its use, subject to the conditions that apply to each right. You can receive data you supplied in a portable format where processing is automated and based on consent or a contract.
You can object to processing based on legitimate interests for reasons relating to your situation, and object to direct marketing at any time. Where we rely on consent, you can withdraw it at any time.
Email [email protected] to exercise your rights. We may ask for proportionate information to verify your identity. We respond without undue delay, normally within one month. If a permitted extension is needed, we will explain why within that first month.
You can complain to Luxembourg’s National Commission for Data Protection (CNPD), or another competent supervisory authority. You do not have to contact us before making a complaint.
We do not use your information for solely automated decisions with legal or similarly significant effects.
Cookies and links to other websites
Information about cookies and your choices is available in our Cookie Policy and the website’s cookie settings. External links take you to websites whose operators explain their own privacy practices.
Changes to this policy
We will update this page when the club’s use of personal information changes. The date above identifies this version.
