Data Protection Policy for Denmead Twinning Association
Effective Date:
9 January 2026
1. Introduction
Denmead Twinning Association is committed to protecting the privacy and security of personal data we collect and process. This Data Protection Policy explains how we comply with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 1998. This policy applies to all members, volunteers, and other individuals whose data we process.
2. Data Controller
Denmead Twinning Association is the data controller responsible for your personal data.
3. Data we collect
We collect and process the following types of personal data:
Member Information: Name, address, contact details (phone number, email address), date of birth, payment information (if applicable), emergency contact details, skills/interests/hobbies, level of French, and any other information necessary for membership administration and our objectives.
Volunteer Information: Name, address, contact details, and any other information necessary for volunteer management.
Website Visitors: IP address, browser type, pages visited, and other technical information collected through cookies and analytics.
Event Attendees: Name, contact details, dietary requirements, and any other information necessary for event organisation.
4. Purpose of processing
We process personal data for the following purposes:
Membership Administration: Managing memberships, processing payments, communicating with members, organising events, and maintaining membership records.
Volunteer Management: Recruiting, training, and managing volunteers, communicating with volunteers, and recognising volunteer contributions.
Twinning: Organising and managing twinning events and exchanges.
Communication: Sending newsletters, updates, and other information related to the association's activities.
Event Organisation: Planning and managing events, communicating with attendees, and ensuring event safety.
Legal Compliance: Complying with legal obligations, such as reporting requirements and safeguarding requirements.
Website Management (if applicable): Maintaining and improving our website, analysing website usage, and personalising user experience.
5. Legal basis for processing
We process personal data on the basis of legitimate interest which gives us the right to do so under GDPR legislation. We may process your data where it is necessary for the legitimate interests as a twinning organisation, to fulfil our objectives, provided that your rights and freedoms do not override those interests. Our legitimate interests include managing our association, promoting our activities, arranging twinning visits, and communicating with both our members and with our twinning partners.
Consent: In addition, where the above does not apply, we may process data where an individual has given us their explicit consent to do so. You have the right to withdraw your consent at any time. Also we will share your name, email adress and phone number with other members through MemberMojo, but only where you have consented to this by opting in.
Legal Obligation: We may also process your data where we are required to do so by law.
6. Data Sharing
We may share your personal data with the following categories of recipients:
Members and volunteers: We may share basic contact information with other members and our twinning partners to facilitate communication and networking within the association. You can opt out of this sharing.
Legal Authorities: We may disclose your data to legal authorities if required by law or to protect our legal rights.
7. Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, use, or disclosure. These measures include:
Access Controls: We restrict access to personal data to members only.
Regular Backups: We regularly back up our data to prevent data loss.
8. Data Retention
We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, and in accordance with any legal requirements.
Where there is no legal obligation to retain data, it will be disposed of (i.e. removed from the centrally held Denmead Twinning Association database) within 3 months of the point where a member leaves the organisation. Where there is a legal obligation, it will be disposed of within 3 months of the date that legal obligation to retain data has ceased.
9. Your Rights
You have the following rights regarding your personal data:
Right to Access: You have the right to access the personal data we hold about you.
Right to Rectification: You have the right to correct any inaccurate or incomplete personal data.
Right to Erasure: You have the right to request that we delete your personal data under certain circumstances.
Right to Restriction of Processing: You have the right to restrict the processing of your personal data under certain circumstances.
Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format.
Right to Object: You have the right to object to the processing of your personal data under certain circumstances.
Right to Withdraw Consent: You have the right to withdraw your consent to the processing of your personal data at any time.
Right to Complain: You have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe that we have not complied with data protection law.
10. Contact Us
If you have any questions or concerns about this Data Protection Policy or our processing of your personal data, please contact us at any of the following email addresses or by contacting any of the current committee:
secretary@denmeadtwinning.co.uk
chairman@denmeadtwinning.co.uk
enquiries@denmeadtwinning.co.uk
11. Changes to this Policy
11. Changes to this Policy
We may update this Data Protection Policy from time to time, and it will be reviewed annually. Any changes will be posted on our website and will be circulated to members and will be effective from the date of posting.
Last updated on 19 March 2026