Privacy Policy
Poole Old Town Community Group
Last updated: 01.12.2025
Poole Old Town Community Group (“POTCG”, “we”, “us”, “our”) is committed to protecting the privacy of our members, supporters, event attendees and website visitors. This Privacy Policy explains how we collect, use, store and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy applies to all use of our website (www.pooleoldtown.org), membership applications, mailing lists, event registrations, donations and any other interactions with POTCG.
⸻
1. Who We Are (Data Controller)
The Data Controller responsible for your personal data is:
Poole Old Town Community Group Committee
Email: [email protected]
The Committee oversees how data is collected, used and stored, in line with the POTCG constitution requirement that a designated committee member maintains a register of members within GDPR regulations .
⸻
2. What Data We Collect
We may collect the following types of personal data:
2.1 Information you provide directly
• Contact form submissions (name, email, message content)
• Mailing-list sign-ups (name, email address)
• Membership sign-up forms (name, address, email, phone, relevant interests)
• Event registrations (name, email, contact details, attendance information)
• Donation information (name, donation amount, Gift Aid details where applicable)
2.2 Website usage data
• IP address
• Browser type and version
• Device information
• Pages visited and time spent
• Cookies (see Section 10)
2.3 Payment information
If you donate or pay for an event through our website, your payment is processed securely by third-party payment providers.
We do not store full payment card details.
⸻
3. How We Use Your Data
We will only use your personal data when we have a lawful basis to do so. These include:
3.1 Performance of a contract or membership
• Managing your membership
• Maintaining a GDPR-compliant membership register 
• Providing access to events or activities you register for
3.2 Consent
• Sending newsletters and updates (you may withdraw consent at any time)
3.3 Legitimate interests
• Running community activities and communications
• Improving our website, events and services
• Responding to enquiries
3.4 Legal obligation
• Processing Gift Aid (if applicable)
• Keeping financial records
⸻
4. How We Store Your Data
Your personal data may be stored securely in:
• Mailchimp (email newsletter system)
• Airtable (membership and event management
• Our website hosting provider (server log data, form submissions)
• Payment providers (donation records)
All systems are password-protected and restricted to authorised Committee members only.
⸻
5. How We Share Your Data
We never sell your data.
We may share your information with:
5.1 Essential service providers
• Mailchimp (email/newsletter management)
• Airtable (membership, event & data organisation)
• Website hosting provider (technical operation of the site)
• Payment processors (for donations and event payments)
These providers only process your data as necessary to perform their services and are contractually bound to comply with GDPR.
5.2 Legal or safety requirements
We may share information when required to:
• Comply with UK law
• Protect the rights, safety or property of POTCG or others
⸻
6. How Long We Keep Your Data
We retain data only for as long as necessary:
• Membership data: kept while you remain a member and up to 2 years after leaving
• Mailing list data: until you unsubscribe
• Event data: retained for up to 12 months after the event
• Donation records: kept for at least 6 years (HMRC requirement)
• Contact form enquiries: up to 12 months
You may request deletion at any time (see Section 8).
⸻
7. Your Rights Under UK GDPR
You have the right to:
• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion (“right to be forgotten”)
• Object to processing based on legitimate interests
• Withdraw consent for mailing-list emails at any time
• Request data portability
To exercise any right, contact us at [email protected].
⸻
8. Membership Register & Constitution Compliance
As required in our Constitution, the Membership Secretary maintains a register of members’ names and addresses within GDPR regulations .
This data is used solely for:
• Confirming membership status
• Notifying members of meetings or votes
• Managing subscriptions and communications
You may request removal from the register by resigning membership, in accordance with the constitution.
⸻
9. Payments & Donations
When you donate or pay for an event:
• Your payment is handled securely by a third-party provider
• We only receive your name, contact details and donation/transaction amount
• Full card data is never stored by POTCG
⸻
10. Cookies & Website Tracking
Our website may use cookies to:
• Improve your browsing experience
• Enable forms and membership functions
• Track anonymous usage statistics (e.g., via Google Analytics)
You can manage or disable cookies in your browser settings.
If analytics are used, Google may process anonymised usage data on our behalf.
⸻
11. Children’s Data
Our website and activities are not aimed at children under 16, and we do not knowingly collect data relating to children.
⸻
12. Data Security
We take appropriate technical and organisational measures to protect your data, including:
• Encrypted connections (HTTPS)
• Restricted access within the committee
• Strong passwords and authentication
• Secure cloud-based systems
⸻
13. International Transfers
Some of our service providers (e.g., Mailchimp, Airtable) may store data outside the UK.
Where this occurs, we ensure appropriate safeguards are in place, such as:
• UK GDPR-approved Standard Contractual Clauses
• Data processing agreements
⸻
14. Changes to This Policy
We may update this policy periodically. Updated versions will be posted on our website with a new “last updated” date.
⸻
15. Contact Us
For any privacy enquiries or requests, contact:
Poole Old Town Community Group Committee
Email: [email protected]
Website: www.pooleoldtown.org