Privacy policy

Who we are

This website and the members' app at member.pontardawerfc.com are run by Pontardawe Rugby Football Club Limited, Ynysderw Road, Pontardawe, Neath Port Talbot, SA8 4EG, pontardawe.rfc@hotmail.co.uk, 01792 864811 ("the club", "we"). The club is the controller of your personal information. Our software provider, Vesopa EPOS (Vesopa Software Ltd, Wales), runs the website, the ordering system, the till and the members' app for us as our processor.

Visiting the website

We do not use analytics, advertising or tracking of any kind, and we set no cookies. Like every web server, ours keeps short technical logs (IP address, the page asked for, the time and your browser's description) to keep the site secure and working. These are kept only as long as needed for that, normally a few weeks.

Your browser keeps your basket and your helper conversation on your own device (local storage) so they survive a reload. That never leaves your device unless you place an order or ask a question, and you can clear it at any time in your browser.

Ordering food

When you order, we receive the dishes you chose, your table (for orders in the clubhouse), and the name, phone number and note you give us. We use them to make your order, to call your name when it's ready, and to ring you if there is a problem with it. The order goes onto the club's till and kitchen screen, and is kept with our sales records for as long as the law requires us to keep accounts (six years). Our lawful basis is to take the steps you asked for (contract).

You pay at the bar, so we never see or store your card details online.

The members' app

To give you a members' card we hold your name, email address, membership number, your membership status, and the visits and purchases made with your card, so that the members' discount is applied and you can see what you've spent and saved. Optional: your phone number, a profile photo, and your location while the app is open (to show you are at the club). If you allow notifications, we send club news and offers; you can turn them off at any time. Our lawful bases are your membership (contract), and your consent for notifications and anything optional.

You can see and correct your details in the app, and delete your account from Account in the app.

The club helper (AI)

The "Ask the club" helper answers questions from the club's own published information. What you type is sent to an AI service (DeepSeek, with Google Gemini as a back-up) to write the answer. Before it leaves our server we remove email addresses, phone numbers and card numbers from it. We do not send your name, account or location, and we keep no copy of the conversation on our server beyond a count of how many questions were asked. Please don't type personal details into the helper. The AI services may process what you type outside the UK, under their own terms; if you would rather not, call or message the club instead. Our lawful basis is our legitimate interest in answering visitors' questions quickly.

Who we share it with

Only our processors (Vesopa EPOS, and the AI services described above for helper questions), and anyone the law requires us to share with. We never sell personal information or use it for advertising.

Your rights

You can ask for a copy of your information, ask us to correct or delete it, object to how we use it, or withdraw consent at any time. Ask at the bar, call 01792 864811 or email pontardawe.rfc@hotmail.co.uk. We will answer within one month. If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Children

The members' app and online ordering are for adults. Junior rugby has its own consent forms, held by the club and not on this website.

Last updated 10 October 2026.