Privacy Policy
How we protect your personal data under the UK GDPR and the Data Protection Act 2018
Secure Data
Your information is protected with industry-standard encryption
Transparency
We clearly explain how we collect and use your data
Your Rights
You control your personal information and can request deletion
Who We Are (Data Controller)
Gujarat Samaj Nottingham ("we", "us") is a registered charity (Charity No. 513936) at 28 Handel Street, Nottingham NG3 1JE. We are the data controller for the personal information collected through this website, and we process it in accordance with the UK GDPR and the Data Protection Act 2018.
Information We Collect
We collect information you provide when registering for membership (including date of birth and, for 65+ membership, proof of age), booking event tickets (attendee names), making donations, registering for Saturday Club, subscribing to our newsletter, or contacting us. This includes your name, email address, phone number, postal address, and payment information.
How We Use Your Information
We use your information to process memberships and event bookings, send your ticket passes and booking confirmations, send newsletters you have subscribed to, process donations and payments, respond to your inquiries, and improve our services. We only send newsletters to people who have subscribed, and every newsletter contains a one-click unsubscribe link.
Legal Basis for Processing
Under the UK GDPR we rely on: Contract — to fulfil memberships, ticket bookings and donations you request; Consent — for newsletters and optional communications (which you can withdraw at any time); Legitimate interests — to run and improve our community services and prevent fraud; and Legal obligation — to keep records required of a registered charity under UK law.
Data Retention
We keep personal data only as long as necessary: membership records for the duration of membership plus statutory record-keeping periods; financial/donation records for 6 years as required by UK charity and tax law; event ticket data until after the event plus a short reconciliation period; and newsletter details until you unsubscribe. Age-proof documents are reviewed for eligibility and stored securely with access restricted to authorised staff.
Data Security
We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. Payment card details are processed securely by Stripe and never stored on our systems. Sensitive documents are accessible only to authorised staff, and staff actions are recorded in an audit log.
Data Sharing
We do not sell, trade, or rent your personal information. We share data only with service providers essential to running our services (e.g. Stripe for payments) under strict safeguards, or where required by law. Your data is not transferred outside the UK/EEA except where the provider ensures equivalent protection.
Your Rights
Under the UK GDPR you have the right to: access a copy of your data; rectify inaccurate data; erasure ("right to be forgotten"); restrict processing; data portability; object to processing (including marketing); and withdraw consent at any time. To exercise any right, email info@gujaratsamajnottingham.com — we will respond within one month.
Complaints — Information Commissioner’s Office (ICO)
If you are unhappy with how we handle your personal data, you have the right to complain to the UK supervisory authority: the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or by phone on 0303 123 1113. We would appreciate the chance to resolve your concern first, so please contact us before approaching the ICO.
Cookies
We use only essential cookies needed to run the website (e.g. session and security). We do not use advertising or cross-site tracking cookies. You can control cookies through your browser settings.
Contact Us
If you have questions about this Privacy Policy or how we handle your data, please contact us at info@gujaratsamajnottingham.com or write to 28 Handel Street, Nottingham NG3 1JE.
Make a Data Request
Request a copy of your data, ask us to correct it, or ask for it to be deleted. Your request goes straight to our team and we will respond to your email within one month.
Last Updated: 12 September 2026
Gujarat Samaj Nottingham - Registered Charity No. 513936