The Friends may hold some or all of the following information about its members: name; home postal address; date joined; copies of any Gift Aid Declaration(s) made; what membership subscriptions and/or donations have been made, how and when they were made, and the bank reference set up on standing orders (but the Friends will not retain details of members’ bank accounts). We also record whether consent has been given to receiving newsletters and other communications from the Friends as described below. To hold the information set out above, we rely on a condition known as "legitimate interests”: it's in our legitimate interests to hold this information, as it provides us with what we need to carry out our charitable work.
In addition, and subject to members’ consent, the Friends may also hold an email address and/or a mobile number (optionally one each for joint members), and by providing us with this information members are consenting to our using it to contact them for any of the purposes set out in this policy. (Note: All telephone and mobile numbers and email addresses obtained before 25/5/2018 will be erased.)
We may use the information we hold about members and former members: to notify or to remind them of Annual or Special General Meetings, including sending them details of the matters to be considered at those meetings; to solicit donations, or the renewal of membership, or a change in the membership subscription, or the Gift Aiding of their subscriptions or donations. We may also use it to claim Gift Aid from HMRC, and to meet their and any other regulatory or legal requirements; we will never share with, or disclose any information to, third parties other than for these purposes. Subject to their consent we may from time to time send members and former member copies of our newsletters and other material which is directly or indirectly relevant to the Friends or to Hadley Common, and which we feel may be of interest.
We retain information (including Gift Aid Declarations) for as long as we are required to keep it by law or by HMRC. Otherwise (and unless we have been made to erase it) we may retain and continue to process information whilst people are members, and for up to twelve months after they cease to be members.
Members and former members have the right: to access the information that we hold about them; to make us correct any inaccuracies in it; to make us erase any information we hold about them with their consent; to withdraw that consent where we're relying on it to use their information; and to make, update or withdraw Gift Aid Declarations.
Under the General Data Protection Regulation, the Data Controller is the person or persons who determine the purposes for which and the manner in which any information is, or is to be processed, and in the case of the Friends this is the Trustees.
For any questions about membership, or to update the information we hold, or to change or remove consents to process data, please email
Members and former members wishing to exercise any of their other rights, can contact us at the same email address; and if they have any concerns about the way we process or have processed their information, or are not happy with the way we've handled a request by them in relation to their rights, they also have the right to make a complaint to the Information Commissioner's Office. Their address is: First Contact Team, Information Commissioner's Office, Wvcliffe House, Water Lane, Wilmslow, SK9 5AF
Effective date: 25/5/2018