Privacy Notice

Friends of Abbey Fields (hereafter “FOAF”) takes your privacy seriously. This Privacy Policy explains how we collect, use, store, and protect your personal information, and the lawful bases on which we process it, in accordance with UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR).

What personal information do we collect?

When you apply for membership of FOAF or otherwise engage with us, we may collect the following personal information:

• Name
• Home address
• Email address
• Telephone number
• Membership and subscription payment information

How do we collect this personal information?

All personal information is collected directly from you. This usually occurs when you apply for membership using a membership application form or contact FOAF using an online or paper form.

How and why do we use your personal information?

We use your personal information to:

• administer and manage your membership of FOAF
• collect and record membership subscriptions and payments
• communicate with you about FOAF activities, events, and matters relevant to your membership
• plan, organise, and manage FOAF activities and administration
• maintain appropriate records of membership and FOAF activities

Lawful basis for processing your personal information

FOAF processes personal information under the following lawful bases set out in Article 6 of the UK GDPR:

Contract (Article 6(1)(b))

The primary lawful basis for processing your personal information is that it is necessary for the performance of a contract between you and FOAF.

When you apply for membership, you enter into a membership arrangement with FOAF. To administer your membership effectively, we need to process certain personal information, including your name, contact details, and records of membership subscriptions and payments.

Without this information, we would be unable to manage your membership, collect subscriptions, or communicate with you about matters essential to your membership.

Legitimate interests (Article 6(1)(f))

FOAF also processes personal information where it is necessary for our legitimate interests as a membership organisation, provided that these interests are not overridden by your rights and freedoms.

Our legitimate interests include:

• managing and administering FOAF effectively
• organising and promoting FOAF activities and events
• communicating with members about FOAF activities and related matters
• maintaining appropriate records of membership and organisational activity

We consider that these uses are reasonable and expected within the context of membership of FOAF. We ensure that your personal information is used in a way that is proportionate, respects your privacy, and has minimal impact on your rights.

You have the right to object to processing based on legitimate interests. If you do so, we will consider your objection and stop processing unless we have compelling legitimate grounds to continue.

Legal obligation (Article 6(1)(c))

In some circumstances, FOAF is required to process and retain personal information in order to comply with legal or regulatory obligations. This includes, for example, financial and accounting records required for audit, tax, or banking purposes.

Where this applies, we will retain only the minimum information required and only for as long as necessary to meet those obligations.

Consent (where applicable)

FOAF does not rely on consent as the lawful basis for processing personal information that is essential to managing membership.

In limited circumstances, we may ask for your consent where processing is optional and not necessary for membership administration. This may include, for example, the use of photographs in which you are identifiable for publication on the FOAF website or other FOAF communications.

Where consent is relied upon, it may be withdrawn at any time without detriment.

Who do we share your personal information with?

FOAF does not share your personal information with third parties except where it is necessary to fulfil legal or regulatory obligations, or you have specifically agreed to a particular disclosure.

We do not sell or trade personal information.

How long do we keep your personal information?

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected.

In most cases, information relating to membership will not be retained for more than 18 months after the end of your membership, unless there is a legal, financial, or insurance-related reason to retain it for longer. Where information must be retained for legal reasons, it will be kept only for as long as required.

Your rights

Under UK data protection law, you have rights in relation to your personal information, including the right to:

• request access to the personal information we hold about you
• request correction of inaccurate or incomplete information
• request erasure of personal information where appropriate
• object to or restrict certain types of processing

Requests should be made to the FOAF membership secretary using the contact details below. We will normally respond within one month.

How do we store and protect your personal information?

We have appropriate security measures in place to protect personal information against loss, unauthorised access, disclosure, or misuse.

Membership information is held on password-protected systems maintained by the FOAF membership secretary and database administrator, with appropriate backup arrangements. Access is restricted to committee members who require it for FOAF administration, and guidance is provided to ensure information is handled securely.

Availability and changes to this policy

This Privacy Policy is available on the FOAF website. It may be updated from time to time to reflect changes in legal requirements or FOAF practices. Where material changes are made, members will be informed.

Contact

If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or require the policy in an alternative format, please contact the FOAF membership secretary:

membership@friendsofabbeyfields.org.uk