Privacy & Data Protection Policy
1. Who We Are
This website is managed by the Austin Village Community.
The Data Controller for any personal data we collect is:
Christine
Email: christine @ austinvillage.org
If you have any questions or concerns about this policy or how your data is handled, please contact Christine directly.
2. What Data We Collect
We may collect and process the following types of personal data:
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Name and contact details – when you sign up for events, newsletters, or make enquiries.
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Email address – for community updates or event information (with your consent).
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Payment details – when making donations (processed securely via PayPal).
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Technical data – such as your IP address, browser type, and cookies for basic analytics and website security.
3. How We Use Your Data
We only use your data when we have a valid legal reason under UK GDPR.
| Purpose | Type of Data | Legal Basis |
|---|---|---|
| To respond to enquiries or contact requests | Name, email | Legitimate interest |
| To send newsletters or updates | Email address | Consent |
| To process donations or payments | Name, payment info | Contract / Legal obligation |
| Website analytics and performance monitoring | IP address, browser | Legitimate interest |
4. How We Share Your Data
We do not sell or trade your data.
However, we may share it securely with trusted third parties for specific functions:
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PayPal / Stripe– to securely process donations
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Mailchimp – for email newsletters
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Website hosting provider – for technical maintenance and support
All third parties are GDPR-compliant and bound by strict confidentiality and security obligations.
5. International Transfers
Some of our service providers (like Mailchimp or PayPal) may process data outside the UK, including in the United States.
In such cases, your data is protected under approved safeguards, such as Standard Contractual Clauses.
6. How Long We Keep Your Data
We retain your data only as long as necessary:
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Contact form submissions: up to 12 months
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Newsletter subscribers: until you unsubscribe or after 2 years of inactivity
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Donation/payment records: up to 6 years (for financial and legal compliance)
After these periods, your data is securely deleted.
7. Your Rights Under UK GDPR
You have the right to:
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Access your personal data
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Request correction or deletion
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Object to processing or restrict use
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Withdraw consent at any time (e.g. unsubscribe from emails)
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Request transfer of your data (data portability)
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Lodge a complaint with the Information Commissioner’s Office (ICO)
To exercise any of these rights, please contact Christine via the email above.
ICO Website: https://ico.org.uk
8. Data Security
We implement appropriate measures to keep your data safe:
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SSL encryption on our website (HTTPS)
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Secure password protection and access control
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Regular software updates and security patches
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Strict access limitation to authorised personnel only
9. Cookies and Tracking
Our website uses cookies to:
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Understand how visitors use the site (basic analytics)
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Improve performance and user experience
You can adjust your browser settings to block or delete cookies at any time.
For more detail, please see our Cookie Policy [← update this link].
10. Changes to This Policy
This Privacy Policy will be reviewed and updated periodically.
We encourage you to check back regularly for updates.
Last revised on: 22 August 2025
11. Contact Us
If you have any questions about this policy or how we use your data, please contact:
Christine
Email: christine @ austinvillage.org