PRIVACY POLICY
Last updated: 17 September 2026

1. Who we are
5W30 Club is a trading name of Side Mission Travel Limited, a company registered in England and Wales under company number 16877181.
Registered office:
52 Church Road
Catworth
Huntingdon
England
PE28 0PA
For UK data protection law, Side Mission Travel Limited is the controller of the personal information described in this Privacy Policy.
You can contact us about privacy or data protection matters at:
Email: info@5w30club.com
Telephone: +44 (0) 7468 514191

2. About this policy
This Privacy Policy explains how we collect, use, store and protect personal information when you:

• visit the 5W30 Club website;

• submit an enquiry;

• contact us by email, telephone or another communication channel;

• subscribe to marketing communications;

• discuss or enter into a potential business relationship with us; or

• work with us as a client, supplier, contractor or business partner.

Additional privacy information may be provided where a particular project or service requires us to process information differently.

3. Information we may collect
Depending on how you interact with us, we may collect:
Identity and contact information
This may include your name, business or organisation, job title, email address, telephone number and location.
Enquiry and project information
This may include information about:

• proposed events;

• event dates and locations;

• guest and vehicle numbers;

• fleet size and vehicle types;

• staffing requirements;

• operational challenges;

• services you are interested in; and

• any other information you include in an enquiry or correspondence.

Business relationship information
If you become a client, supplier, contractor or partner, we may collect information relating to proposals, contracts, services, invoices, payments, communications and the management of our working relationship.
Marketing preferences
We may record whether you have agreed to receive news and updates from 5W30 Club and how you prefer to be contacted.
Technical and website information
When you use our website, our service providers or we may collect technical information such as your IP address, browser type, device type, approximate location, referring website, pages visited and how you interact with the website.
Correspondence
We may retain copies of emails, enquiry submissions, telephone notes and other communications with you.
Please do not provide sensitive personal information through our general enquiry form unless it is necessary and we have asked you to provide it.

4. How we collect information
We collect personal information:

• directly from you when you complete a form, contact us or work with us;

• from the business or organisation you represent;

• through cookies and similar website technologies;

• from publicly available sources, including business websites and professional networking platforms; and

• from clients, suppliers, partners or professional contacts where there is a legitimate business reason for them to introduce or refer you.
   

5. How and why we use your information
We may use your personal information to:

• receive, review and respond to enquiries;

• understand your requirements and assess whether our services are suitable;

• arrange introductory calls or meetings;

• prepare proposals, scopes of work and quotations;

• provide event management, staffing, fleet operations and related services;

• manage client, supplier and contractor relationships;

• maintain business, financial and project records;

• operate, secure and improve our website;

• prevent fraud, misuse and security incidents;

• comply with legal, regulatory, tax and accounting obligations;

• establish, exercise or defend legal claims; and

• send marketing communications where you have consented to receive them or where another lawful basis permits us to do so.
   

6. Our lawful bases
Under UK data protection law, we must have a lawful basis for using your personal information. Depending on the circumstances, we may rely on:
Contract
Processing may be necessary to take steps at your request before entering into a contract or to perform a contract with you.
Legitimate interests
We may process information where it is reasonably necessary to operate and develop our business, respond to enquiries, manage relationships, protect our website and provide our services.
We consider the potential impact on your rights before relying on legitimate interests.
Consent
We rely on consent for optional marketing emails and for non-essential cookies where consent is required. You can withdraw your consent at any time.
Legal obligation
We may process or retain information where required to meet legal, regulatory, accounting or tax obligations.
Legal claims
We may process information where necessary to establish, exercise or defend legal claims.

7. Marketing communications
We will only send you optional news and marketing updates where we have an appropriate lawful basis.
If you subscribe through our website, your marketing consent is separate from your acceptance of this Privacy Policy. You do not need to agree to marketing communications to submit an enquiry or use our services.
You can unsubscribe at any time by:

• using the unsubscribe link included in a marketing email; or

• contacting info@5w30club.com.

Withdrawing consent will not affect the lawfulness of processing carried out before your consent was withdrawn.

8. Cookies and website technologies
Our website may use cookies and similar technologies to:

• provide essential website functionality;

• maintain website security;

• remember your preferences;

• understand website performance and visitor activity; and

• support marketing where you have agreed to it.

Essential cookies may be used without consent where they are necessary for the website to function. Analytics, advertising and other non-essential cookies will only be used where permitted by law and, where required, after you have provided consent through our cookie banner.
You can review or change your cookie preferences using the cookie settings available on our website. Further details should be provided in our Cookie Policy or cookie-management panel.

9. Whom we share information with
We may share personal information where reasonably necessary with:

• website hosting, form-management and customer-management providers, including Wix;

• email, cloud-storage and communication providers;

• analytics and website-performance providers where enabled;

• professional advisers, including accountants, insurers and legal advisers;

• trusted contractors, event staff and operational partners involved in delivering an agreed service;

• suppliers where this is necessary to obtain information or make arrangements requested by a client;

• government bodies, regulators, law-enforcement agencies or courts where legally required; and

• a purchaser, investor or adviser in connection with a potential sale, restructuring or transfer of the business.

We do not sell your personal information.
Where service providers process information for us, we require them to use it only for the relevant service and to protect it appropriately.

10. International transfers
Some of our technology providers or project partners may process information outside the United Kingdom.
Where personal information is transferred internationally, we will use an appropriate legal mechanism where required. This may include transferring information to a country recognised as providing adequate protection or using approved contractual safeguards.

11. How long we retain information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.
As a general guide:

• enquiries that do not result in a working relationship may be retained for up to 24 months after the last meaningful contact;

• client, supplier, contractual, financial and transaction records may normally be retained for up to seven years after the relevant relationship or transaction ends;

• marketing information may be retained until you unsubscribe, withdraw consent or we determine that it is no longer appropriate to contact you;

• technical and cookie information is retained in accordance with the periods shown in our cookie-management system; and

• information relevant to a dispute or legal claim may be retained until the matter and any applicable limitation period have ended.

We may retain limited information where necessary to record an unsubscribe request or comply with a legal obligation.

12. Security
We use reasonable technical and organisational measures designed to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.
However, no website, email service or method of electronic transmission can be guaranteed to be completely secure. You should avoid sending confidential or sensitive information through an unencrypted general enquiry form.

13. Your data protection rights
Depending on the circumstances, you may have the right to:

• request access to the personal information we hold about you;

• ask us to correct inaccurate or incomplete information;

• request deletion of your information;

• ask us to restrict how information is used;

• object to processing based on legitimate interests;

• object to direct marketing;

• request transfer of certain information in a portable format; and

• withdraw consent where processing is based on consent.

These rights are not absolute and may be subject to legal conditions or exemptions.
To exercise a right, contact info@5w30club.com. We may need to request information to verify your identity before responding.

14. Complaints
Please contact us first if you have a concern about how we use your personal information. We will try to resolve the issue.
You also have the right to complain to the UK Information Commissioner’s Office:
Website: www.ico.org.uk
Telephone: 0303 123 1113

15. Third-party websites
Our website may contain links to websites operated by other organisations. We are not responsible for their privacy practices, security or content. You should review the privacy information provided by the relevant third party before giving them personal information.

16. Children
Our website and services are intended for businesses, organisations and adults. They are not directed at children, and we do not knowingly collect personal information from children through the website.

17. Changes to this policy
We may update this Privacy Policy to reflect changes to our services, website, suppliers or legal obligations.
The latest version will be published on this page with an updated revision date.