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THE CROWN SOCIETY
PRIVACY & DATA PROTECTION NOTICE
Last updated: September 2026
1. Who We Are
The Crown Society is a voluntary, not-for-profit, non-party-political membership organisation constituted as an unincorporated association.
For the purposes of United Kingdom data-protection law, The Crown Society is the data controller in respect of personal information for which it determines the purposes and means of processing.
Our principal administrative address is:
The Crown Society c/o St Nicholas House 42–48 High Street Lydd Kent TN29 9AN United Kingdom
Email: contact@thecrownsociety.org
Questions, requests or complaints concerning personal information may be sent to the above email or postal address and marked Data Protection.
2. Our Commitment to Privacy
The Crown Society respects the privacy of its members, supporters, donors, Patrons, officers, volunteers, correspondents and visitors to its website.
We seek to collect only the personal information reasonably necessary for the proper administration and activities of the Society and to use that information fairly, lawfully, transparently and securely.
We do not sell or rent personal information to third parties.
We process personal information in accordance with applicable United Kingdom data-protection legislation, including the UK General Data Protection Regulation, the Data Protection Act 2018 as amended, the Data (Use and Access) Act 2025 and, where relevant, the Privacy and Electronic Communications Regulations.
3. Personal Information We May Collect
Depending upon your relationship with the Society, we may collect information including your name, title, postal address, email address, telephone number and other contact details; membership category, application, renewal and membership history; subscription, donation and transaction records; correspondence with the Society; preferences relating to communications; information relating to attendance at Society meetings or events; photographs or recordings made at Society events; information supplied when contacting us through our website or by other means; and technical information generated through use of our website.
We may also hold professional or biographical information concerning officers, Patrons, speakers, authors, contributors or others who have agreed to be publicly associated with the Society.
Where payment is processed by an external payment provider, the provider may process financial information directly. The Society does not ordinarily need to retain complete payment-card details itself.
Please do not provide sensitive personal information which is unnecessary for the purpose of your communication.
4. How We Obtain Personal Information
Most information is provided directly by the individual concerned, for example when a person applies for membership, renews membership, makes a donation, subscribes to communications, attends an event or contacts the Society.
We may also receive information through our membership-management system, payment providers, event organisers, professional advisers or other persons acting on your instructions.
In appropriate circumstances we may obtain information concerning public figures, Patrons, speakers or contributors from publicly available sources.
Where data-protection law requires us to provide privacy information following receipt of personal data from another source, we will do so within the applicable period.
5. Why We Use Personal Information and Our Lawful Bases
We use personal information only where we have a lawful basis for doing so.
We may use your information for the following purposes:
Membership administration
To process membership applications, administer subscriptions, renewals and membership records, and provide membership services. Our lawful basis will normally be the performance of a contract, taking steps at your request before entering into membership, and/or our legitimate interests.
Subscriptions and donations
To collect and administer membership subscriptions, donations and other payments. Our lawful basis will normally be contract, legitimate interests and, where applicable, compliance with legal obligations.
Financial and accounting records
To maintain appropriate financial, accounting and transaction records. Our lawful basis will normally be compliance with legal obligations and our legitimate interests.
Enquiries and correspondence
To respond to enquiries, requests and correspondence received by the Society. Our lawful basis will normally be our legitimate interests or, where relevant, the performance of a contract.
Meetings and events
To organise meetings, lectures, dinners, conferences, visits and other Society activities. Our lawful basis will normally be contract and/or our legitimate interests.
Administration and record keeping
To maintain appropriate records of the Society, its membership, activities, decisions and history. Our lawful basis will normally be our legitimate interests.
Communications with members
To communicate with members about their membership, renewals, events, Society business and other matters reasonably connected with membership. Our lawful basis will normally be contract and legitimate interests.
Newsletters and promotional communications
To send newsletters, updates or promotional communications where permitted by law. Where consent is required, we will rely upon your consent.
Website operation and security
To operate, maintain and protect our website, including preventing misuse, fraud and security threats. Our lawful basis will normally be our legitimate interests and, where applicable, compliance with legal obligations.
Legal rights and obligations
To comply with legal or regulatory obligations and to establish, exercise or defend legal rights or claims. Our lawful basis will normally be compliance with legal obligations and/or our legitimate interests.
Officers, Patrons, speakers and contributors
To publish agreed biographical or professional information concerning officers, Patrons, speakers, authors, contributors and others publicly associated with the Society. Our lawful basis will normally be legitimate interests and/or consent, depending upon the circumstances.
Where we rely upon legitimate interests, those interests may include the proper administration, security and development of The Crown Society; communicating with members and supporters; maintaining appropriate historical and administrative records; organising activities and events; and furthering the lawful objects of the Society.
We will always consider those interests against the rights and interests of the individuals concerned.
Where information is necessary in order to administer membership, an event booking or another service, failure to provide the required information may mean that we are unable to process the application, booking or request.
Where we rely upon legitimate interests, those interests normally include the proper administration, security and development of The Crown Society; communicating with members and supporters; maintaining appropriate historical and administrative records; organising activities and events; and furthering the lawful objects of the Society.
We will consider those interests against the rights and interests of the individuals concerned.
Where information is necessary in order to administer membership, an event booking or another service, failure to provide it may mean that we are unable to process the application, booking or request.
6. Special-Category Personal Information
Certain information receives additional protection under data-protection law. This includes information revealing political opinions, religious or philosophical beliefs, racial or ethnic origin, health information and certain other sensitive matters.
Because The Crown Society exists to promote understanding and support of constitutional monarchy and the hereditary principle, a person's membership of or regular association with the Society could, in some circumstances, reveal or imply a political or philosophical opinion.
Where the Society processes special-category information, it will identify an appropriate condition under Article 9 of the UK GDPR in addition to an ordinary lawful basis for processing.
Where applicable, the Society may rely upon Article 9(2)(d), which permits certain processing undertaken in the course of the legitimate activities of a not-for-profit association with political or philosophical aims in relation to its members, former members or persons in regular contact with it in connection with its purposes, subject to appropriate safeguards.
Special-category information processed on that basis will not be disclosed outside the Society without the consent of the individual concerned unless another lawful condition permits or requires the disclosure.
The Society does not seek unnecessarily to collect sensitive personal information.
7. Membership Information
Membership records are used to administer applications, subscriptions, renewals, membership benefits and communications and to maintain an appropriate record of the Society's membership.
Membership of the Society does not automatically constitute consent to receive unrelated electronic marketing.
Members will, however, receive reasonable communications necessary for the administration of their membership and the activities to which their membership relates.
8. Email Newsletters and Marketing
Where consent is required for electronic marketing, we will ask for it separately.
You may withdraw your consent to marketing communications at any time by using any unsubscribe facility provided or by contacting the Society.
Withdrawal of marketing consent will not affect your membership or prevent us from sending communications reasonably necessary for the administration of your membership.
We may retain a minimal suppression record after an unsubscribe request so that we can ensure that the person's wishes continue to be respected.
9. Donations and Payments
The Society maintains a distinction between membership subscriptions and voluntary donations.
Personal information associated with payments and donations may be retained where necessary for accounting, fraud prevention, legal compliance and the proper administration of the Society.
Payments may be processed by external banking or payment-service providers. Such providers may act as processors for the Society or as independent data controllers in respect of aspects of their services.
10. Sharing Personal Information
We share personal information only where reasonably necessary and lawful.
Information may be made available to members of the Executive Committee and other persons properly authorised to carry out Society functions. It may also be processed by organisations providing services to the Society, such as our website hosting provider, membership-management service, email or mailing providers, payment processors, IT providers, accountants, professional advisers and event providers.
Our website currently uses third-party services which may include GoDaddy, MemberMojo, Google reCAPTCHA and embedded media or links provided by services such as YouTube. Those providers may process information according to their own privacy terms.
We may also disclose information where required by law, by a court or competent public authority, or where reasonably necessary for the establishment, exercise or defence of legal claims.
We do not disclose membership information publicly merely because a person is a member.
11. International Transfers
Some organisations providing website, communications, technology, membership or payment services may process personal information outside the United Kingdom.
Where personal information is transferred internationally, we will take reasonable steps to ensure that the transfer complies with UK data-protection law. This may include reliance upon UK adequacy regulations, approved contractual safeguards or another lawful transfer mechanism.
12. How Long We Keep Information
We retain personal information for no longer than is reasonably necessary for the purpose for which it is held, taking account of administrative, historical, accounting and legal requirements.
As a general guide, ordinary membership administration records will normally be retained during membership and for up to six years thereafter; financial records relating to subscriptions, donations and expenditure will normally be retained for at least the period required for accounting and taxation purposes; unsuccessful or withdrawn membership applications will normally be deleted within twelve months, unless there is a legitimate reason to retain them longer; routine enquiries will normally be retained for up to two years; and mailing-list information will be retained until consent is withdrawn or the information is otherwise no longer required.
Certain records having genuine historical importance to the Society may be retained for longer in appropriately restricted archives, provided that continued retention remains lawful, proportionate and consistent with data-protection principles.
13. Security
The Society takes reasonable organisational and technical measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.
Access to membership and administrative information should be limited to those who reasonably require it for Society purposes.
No system of electronic transmission or storage can, however, be guaranteed to be completely secure.
14. Cookies and Similar Technologies
Our website may use cookies and similar technologies in order to operate securely, remember settings, understand use of the website and provide third-party functionality.
Under current UK law, some limited-purpose cookies or similar technologies may be used without prior consent where a statutory exception applies. This can include certain strictly necessary uses and, subject to legal safeguards, some low-risk statistical or functionality purposes.
Where the law requires consent for a non-essential cookie or similar technology, we will seek that consent before using it.
Visitors should be provided with clear information about the technologies used and, where required, a simple means of consenting, refusing or objecting to them.
Third-party services and embedded content may use their own cookies or similar technologies.
15. External Websites and Social Media
Our website contains links to websites and services operated by third parties. The Crown Society is not responsible for the privacy practices of those independent organisations.
If you interact with the Society through a social-media platform, that platform may itself process your personal information as an independent controller according to its own terms and privacy notice.
16. Photographs and Events
Photographs or recordings may occasionally be taken at Society events for news, historical, educational or publicity purposes.
Where an individual is a particular focus of a photograph or recording, rather than merely appearing incidentally in a wider event, the Society will consider whether consent or another lawful basis is appropriate.
Anyone with a reasonable concern about the use of an identifiable image should contact the Society.
17. Automated Decision-Making
The Crown Society does not currently make decisions about individuals based solely upon automated processing which produce legal or similarly significant effects.
If this changes, this Notice will be updated and the safeguards required by law will be applied.
18. Your Data-Protection Rights
Depending upon the circumstances and the lawful basis upon which information is processed, you may have rights to obtain access to your personal information; require inaccurate information to be corrected; request erasure; request restriction of processing; receive certain information in a portable format; withdraw consent where processing is based upon consent; and object to certain uses of your information.
These rights are not absolute in every circumstance, and exemptions may apply.
Requests may be sent to contact@thecrownsociety.org or to the postal address shown above. We may need reasonable evidence of identity before acting upon a request.
We will respond within the timescales required by law.
YOUR RIGHT TO OBJECT
Where the Society relies upon legitimate interests to process your personal information, you have the right to object to that processing on grounds relating to your particular situation.
You have an absolute right to object at any time to the use of your personal information for direct marketing.
19. Data-Protection Complaints
If you believe that The Crown Society has handled your personal information improperly or has failed to comply with data-protection law, you may make a complaint directly to the Society.
Please email contact@thecrownsociety.org, stating “Data Protection Complaint” in the subject line, or write to the Society at the address above.
We will facilitate the making of complaints, acknowledge receipt of a data-protection complaint within 30 days, take appropriate steps to investigate it, keep the complainant informed where appropriate, and communicate the outcome without undue delay.
You also have the right to complain to the United Kingdom supervisory authority:
Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Telephone: 0303 123 1113
Further information is available from the Information Commissioner's Office.
20. Changes to This Notice
We may amend this Privacy & Data Protection Notice from time to time to reflect changes in the Society's activities, services or legal obligations.
The current version will be published on our website together with the date of its latest revision.
Where a change materially affects the way in which we use personal information already held, we will take reasonable steps to bring that change to the attention of the people affected before commencing the new processing where required by law.
Copyright
Unless otherwise stated, copyright in the original text, design, publications and other material created for The Crown Society and published on this website is owned by, or used under licence by, The Crown Society.
Copyright protection arises automatically under United Kingdom law. Nothing on this website should be understood as transferring copyright or any other intellectual-property right to a visitor.
Visitors may view, download or print reasonable extracts from the website for personal, private, educational or non-commercial research purposes.
Short quotations may be reproduced where permitted by law, provided that appropriate acknowledgement is given to The Crown Society and, where applicable, to the original author.
Substantial reproduction, republication, commercial use, systematic copying or redistribution of material belonging to The Crown Society requires prior written permission unless the proposed use is otherwise permitted by law.
Nothing in this policy is intended to restrict lawful fair dealing, quotation, criticism, review, reporting, research, private study or any other statutory exception to copyright.
Third-Party Material
Some photographs, illustrations, videos, quotations, documents, coats of arms, insignia and other materials appearing on this website may belong to third parties or may be used by permission, licence or under an applicable legal exception.
Copyright in such material remains with the relevant copyright owner.
The Crown Society does not claim ownership of Crown copyright material or of intellectual property belonging to the Royal Household, governments, royal houses, authors, photographers, organisations or other third parties merely because such material is referred to or displayed on this website.
The inclusion of third-party material does not grant permission for its further reproduction.
The Crown Society Name and Logo
The name The Crown Society, its distinctive logo, insignia and other original identifying material associated with the Society should not be reproduced in a manner which suggests endorsement, affiliation or authority from the Society without prior permission.
Anyone wishing to reproduce the Society's logo for publicity, publication, commercial use or another substantial purpose should contact:
The UK's Intellectual Property Office confirms that copyright protection arises automatically and that statutory exceptions, including fair dealing for matters such as criticism, review, quotation and certain research uses, may permit limited use without permission.
The Crown Society seeks to provide accurate, responsible and informative material concerning monarchy, constitutional history, royal houses, hereditary institutions, the Commonwealth, aristocracy and related subjects.
The material published on this website is provided principally for educational, historical and general information purposes.
Although reasonable care is taken in preparing and reviewing material, history and constitutional practice can involve disputed interpretations, terminology may change, and information concerning living persons, institutions and current constitutional arrangements may become outdated.
The Society therefore cannot guarantee that every item published on the website will at all times be complete, error-free or current.
Visitors who identify a possible factual error are warmly invited to contact the Society so that the matter may be considered and, where appropriate, corrected.
No Professional Advice
Nothing on this website constitutes legal, financial, tax, investment or other professional advice.
Visitors requiring advice concerning their own circumstances should consult an appropriately qualified professional.
Views and Opinions
Material expressly published as an official statement of The Crown Society represents the Society's position at the time of publication.
Articles, interviews, quotations, speeches, videos and other material attributed to individual authors, speakers, members, Patrons or third parties represent the views of those persons unless expressly stated otherwise.
The inclusion or linking of such material does not necessarily constitute endorsement of every opinion expressed in it.
External Links
Links to external websites are provided for information and convenience.
The inclusion of a link does not necessarily imply endorsement of the organisation, website, views, products or services concerned, nor does it imply that the external organisation endorses The Crown Society.
The Society has no control over the continuing availability, accuracy, security or privacy practices of independently operated websites.
Website Availability
The Society endeavours to keep its website available and functioning properly but cannot guarantee uninterrupted access.
The website may occasionally be unavailable because of maintenance, technical problems or circumstances outside the Society's control.
Limitation of Liability
To the fullest extent permitted by law, The Crown Society shall not be liable for loss arising solely from reliance upon general information published on this website or from the temporary unavailability of the website.
Nothing in this disclaimer excludes or restricts liability where it would be unlawful to do so, including liability which cannot lawfully be excluded or restricted.
1. Introduction
These Terms govern use of the website operated by The Crown Society, a voluntary, not-for-profit, non-party-political membership organisation constituted as an unincorporated association.
By continuing to use this website, you agree to use it in accordance with these Terms and applicable law.
If you do not agree with these Terms, you should discontinue use of the website.
2. Permitted Use
The website may be used for lawful personal, educational, research and informational purposes.
You may link to publicly accessible pages of the website provided that you do so fairly and lawfully and do not suggest an association, endorsement or approval which does not exist.
3. Prohibited Use
You must not knowingly use this website:
4. Content
The Society may add, amend, correct, remove or update material on the website without prior notice.
Historical, constitutional and biographical material is prepared in good faith but should be read subject to the Website Disclaimer.
5. Intellectual Property
Use of material appearing on the website is subject to the Society's Copyright & Intellectual Property Policyand to the rights of any relevant third-party copyright owners.
6. External Services
The website may incorporate or link to services provided by third parties, including website-hosting, payment, membership-management, video, social-media, security or communication providers.
Use of those external services may also be subject to the provider's own terms and privacy policies.
7. Suspension of Access
The Society may take reasonable steps to restrict or block access where it considers that the website is being deliberately misused, attacked or accessed in a manner which threatens its security or lawful operation.
8. Changes to These Terms
The Society may amend these Terms from time to time.
The current version published on the website shall apply from the date of publication.
9. Applicable Law
These Terms and use of this website are governed by the law of England and Wales.
The courts of England and Wales shall ordinarily have jurisdiction in relation to disputes arising from use of the website, subject to any mandatory legal rights or jurisdiction which cannot lawfully be excluded.
What Are Cookies?
Cookies are small files or pieces of information placed on or accessed from a user's device when visiting a website.
Cookies and similar technologies can perform a number of functions, including enabling a website to operate securely, remembering preferences, understanding how visitors use a website and enabling services provided by third parties.
How Our Website May Use Cookies
The Crown Society website may use cookies or similar technologies for purposes including:
Essential website functions
Cookies may be necessary for security, page navigation, forms and other functions required for the website to operate.
Preferences and functionality
Cookies may enable the website or services connected with it to remember settings or provide enhanced functionality.
Statistics and website improvement
Cookies or similar technologies may be used to obtain information about how visitors use the website so that its performance and usefulness can be assessed and improved.
Third-party services
Services incorporated into the website, such as security tools, embedded videos or other external content, may set or access cookies in accordance with their own policies.
Our website currently uses Google reCAPTCHAto help protect online forms against abuse. Google's own privacy terms may therefore apply when that service is used. (thecrownsociety.org)
Consent and Cookie Exemptions
Some cookies which are essential or fall within another statutory exception may be used without prior consent.
Following changes introduced by the Data (Use and Access) Act 2025, certain additional low-risk cookies may also be used without consent where the statutory conditions are satisfied, including some cookies used for website functionality or limited statistical purposes.
Where consent is legally required for a non-essential cookie or similar technology, the Society will seek that consent before the technology is used.
The ICO confirms that the 2025 legislation expanded the circumstances in which some low-intrusion cookies can be used without consent.
Managing Cookies
Where a cookie-management facility is provided on the website, visitors may use it to express or change their preferences.
Most web browsers also allow users to delete or block cookies through their browser settings.
Blocking some essential or functional cookies may affect the operation or availability of parts of the website.
Third-Party Cookies
The Crown Society does not control cookies placed directly by independent third-party websites or services.
Visitors should consult the privacy and cookie information provided by the relevant third party where appropriate.
Status of The Crown Society
The Crown Society is a voluntary, not-for-profit, non-party-political membership organisation constituted as an unincorporated association.
It is not a registered charity and is not a company incorporated under the Companies Acts.
The Society is governed by its Constitution and by rules and policies properly adopted under it.
Membership
Membership of The Crown Society is voluntary and is subject to the Constitution and any membership rules properly adopted by the Executive Committee.
Admission to membership does not create employment, partnership, agency or any other authority to act on behalf of the Society.
A General Member does not have authority to enter into contracts, incur liabilities, issue official statements or otherwise bind The Crown Society merely by virtue of membership.
Membership does not confer ownership of the Society's funds or property.
Governance rights are determined by the Constitution.
Constitutional and Political Position
The Crown Society is non-party-political, but it is not constitutionally neutral.
Its objects expressly include the promotion of education, understanding and support for constitutional monarchy and the hereditary principle.
The Society may therefore express views upon constitutional, historical and public questions falling within its objects while remaining independent of political parties and candidates for elected office.
Membership Does Not Confer Rank or Status
Membership of The Crown Society does not confer any royal, noble, chivalric, dynastic, heraldic, manorial or other title, rank or legal status.
It does not constitute recognition of any personal claim to such a dignity.
Subscriptions and Donations
Membership subscriptions are payments associated with membership of the Society and are distinct from voluntary donations.
A donation does not in itself confer membership, additional voting rights or any other governance entitlement.
The Society does not claim that membership subscriptions or donations qualify for Gift Aid or charitable tax reliefunless and until it is legally entitled to make such a claim.
Membership Decisions
Applications for membership may be accepted or refused in accordance with the Constitution and membership rules.
Membership may also be suspended or terminated in accordance with those provisions where appropriate.
Nothing in these terms is intended to remove any statutory right which cannot lawfully be excluded.
The offices of Chief Patron, Patron and Co-Patron are honorary offices of The Crown Society.
Patrons do not become members of the Executive Committee, assume responsibility for the Society's debts or administration, or acquire authority to bind the Society merely by accepting patronage.
The appointment of a person as a Patron signifies that person's association with and support for the Society according to the terms of the Society's Constitution.
It does not necessarily imply endorsement of The Crown Society by any government, Royal House, dynasty, institution, religious body or other organisation with which that Patron may be associated.
The Crown Society seeks to use titles and styles accurately and respectfully.
Where the Society refers to a person by a royal, imperial, princely, noble, dynastic, chivalric, traditional or historic title, such usage may be made for identification, courtesy, historical description or in accordance with the style used by the person or house concerned.
Such use does not, of itself, amount to a legal determination by The Crown Society that a particular title, succession, dynastic claim or dignity is recognised by the United Kingdom, another state or any competent legal authority.
The Crown Society does not adjudicate upon competing hereditary or succession claims to former thrones, Royal Houses, princely houses or historic dignities.
The Society may maintain cordial relationships with persons associated with different branches or competing claims where it considers this compatible with its educational purposes and reputation.
The appointment of a person associated with one dynastic claim should therefore not automatically be understood as rejection of another.
The Crown Society Privacy & Data Protection Notice
The Constitution of The Crown Society
and any specific terms applying to membership, events, publications or other Society activities.
If there is an inconsistency between a website policy and the Constitution concerning the internal governance of The Crown Society, the Constitution shall prevail.
Questions concerning these policies may be addressed to:
The Crown Society
c/o St Nicholas House
42–48 High Street
Lydd
Kent TN29 9AN
United Kingdom
Email: contact@thecrownsociety.org