Effective date: 14 October 2026
Who we are
eCom Collab Club is operated by ECOM COLLAB CLUB LIMITED, company number 13949001. Our registered office is 2 Drayton Manor Drive, Alcester Road, Stratford-Upon-Avon, United Kingdom, CV37 9RQ. We are responsible for the personal information we collect through this website.
For a privacy question, request or complaint, contact adam@ecomcollabclub.com or write to our registered office, marked “Privacy”.
Information we collect
When you enquire about sponsorship, request information, use the sponsorship finder, book a call or enter an agreement, we may collect your name, work email, company, website, contact preferences, sponsorship requirements and correspondence. To prepare an agreement and invoice, we also collect business and billing details, the authorised contact’s details, selected activities, agreed prices and signature records.
If you subscribe to our newsletter, we record your email, subscription choices and the information needed to respect those choices. Sending an enquiry does not automatically subscribe you.
We also process technical information needed to operate and protect the website, such as request and error logs, security events and session identifiers. The cookie policy explains browser storage. If you allow optional website measurement, Google Analytics receives page visits and the selected website interactions. The website does not intentionally send enquiry fields or private sponsorship links to Analytics. The podcast page loads cover artwork from its external media host, which receives ordinary connection information when the artwork is requested.
You provide most of this information directly. Our booking, signature, email and invoicing services may return status information to us, such as a cancelled appointment, completed signature or failed email delivery. A colleague may provide your business contact details when arranging sponsorship for your organisation.
How and why we use it
- Answer enquiries, provide requested information and arrange business calls: our legitimate interests in responding to business requests and managing prospective sponsorships.
- Prepare and manage a sponsorship: contract where you personally enter the contract; otherwise our legitimate interests in administering the relationship with your organisation.
- Send newsletters you choose to receive: your consent, which you can withdraw.
- Maintain accounting and other legally required records: legal obligation.
- Protect the service, keep an audit trail and investigate misuse: our legitimate interests in operating a reliable, secure service.
We limit the information used for each purpose. Where we rely on legitimate interests, we consider the effect on you and your reasonable expectations. You can object using the contact details above. We do not treat an acknowledgement of this notice as consent to unrelated marketing.
The sponsorship finder uses the preferences you submit to suggest packages. You can discuss alternatives with our team. A suggestion or enquiry does not itself make a sponsorship agreement.
Who receives information
Authorised eCC staff and service providers receive information needed for their work. The website uses Replit for hosting and authentication, its configured database service for application records, Resend for service emails, Calendly for calls, SignWell for agreements, Google Drive for private documents, Beehiiv for newsletter subscriptions, Xero for invoicing and Google Analytics for optional website measurement. Podcast artwork is loaded from its media delivery host. We may also disclose necessary records to our professional advisers or where required by law.
Event registration and some dinner applications open separate services, including Eventbrite and the Dining Club application site. Their notices explain their own handling of information. External providers may have independent responsibilities for some processing, such as account administration or fraud prevention.
Some hosting, email and booking providers process information in the United States or other countries outside the UK. The applicable provider data-processing terms set out the safeguards for these transfers, including standard contractual clauses and the UK Addendum where required. Contact adam@ecomcollabclub.com for information about the safeguards that apply to your information or to request a copy.
How long we keep information
Our retention schedule:
- Unsuccessful sponsorship enquiries: delete or anonymise 24 months after the last meaningful interaction, unless an active discussion, complaint or legal requirement justifies longer retention.
- Sponsorship agreements and associated business records: retain for six years after the relationship ends, subject to applicable accounting requirements and any documented legal hold.
- Newsletter records: keep while subscribed; after withdrawal retain only the limited suppression and consent evidence necessary to respect and demonstrate the choice.
- Routine website and security logs: normally 90 days, with a documented exception for an incident or legal requirement. Provider-specific retention must be checked separately.
- Private login/session records: expire after the configured session lifetime; the app currently sets an eight-hour session cookie.
Expired links and cookies do not automatically delete the underlying business records. Our team must apply the approved retention schedule to application records, documents and relevant providers.
Your choices and rights
Depending on the circumstances, you can ask to access or correct your information, request deletion or restriction, object to processing, and obtain a portable copy of information. You may withdraw consent without affecting processing already carried out lawfully. Some records must be retained to meet legal duties or establish, exercise or defend legal claims.
Use the unsubscribe link in a newsletter or contact us to stop marketing. Essential messages about an active enquiry or agreement may still be needed to provide the service.
Please contact us first if you have a concern. You may also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.
Changes
We will update this notice when our practices change and show the current effective date. Where a change materially affects how we use your information, we will provide appropriate notice.