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Totnes Vire Twin Town Association Privacy Notice

Who we are

The Totnes Vire Twin Town Association ("the Association", "we", "our", or "us") is a voluntary organisation that promotes friendship, cultural exchange and community links between Totnes, United Kingdom, and Vire, France.

We are committed to protecting your personal information and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

What information we collect

When you become a member, register for an event or contact us, we may collect:

  • Your name
  • Postal address
  • Email address
  • Telephone number
  • Membership status
  • Emergency contact details (where relevant to events or trips)
  • Payment information relating to your membership
  • Any information you choose to provide to us in correspondence

We do not intentionally collect special category personal data unless it is necessary for a specific event (for example, accessibility or dietary requirements) and you have chosen to provide it.

How we collect your information

We collect personal information when you:

  • Complete a membership application form
  • Complete an online form using JotForm
  • Set up membership payments through GoCardless
  • Register for events or trips
  • Contact us by email, telephone or post
  • Communicate with Association committee members

How we use your information

We use your personal information to:

  • Manage your membership
  • Collect membership subscriptions
  • Communicate with you about Association activities and events
  • Organise exchanges, meetings and trips
  • Maintain accurate membership records
  • Meet our legal and financial obligations
  • Respond to your enquiries

We will only use your information for the purposes for which it was collected.

Our lawful basis for processing

Under UK GDPR, we process your personal data using one or more of the following lawful bases:

  • Contract – to administer your membership and provide Association services.
  • Legitimate Interests – to operate and manage the Association effectively and communicate with members.
  • Legal Obligation – where we are required to keep financial or accounting records.
  • Consent – where we ask your permission, for example to use photographs or send optional communications.

Payments and online forms

JotForm

We use JotForm to collect membership applications, event registrations and other information that you choose to submit online. Information submitted through JotForm is securely transmitted and stored in accordance with JotForm's security and privacy practices.

GoCardless

We use GoCardless to manage Direct Debit payments for membership subscriptions and, where applicable, event payments. GoCardless securely processes payment information on our behalf. We do not store your bank account details ourselves. Please refer to the privacy notices of these providers for further information about how they process your data.

Sharing your information

We do not sell your personal information. We may share your information only where necessary with: Committee members who require access to administer the Association, JotForm, GoCardless, Professional advisers where required, Public authorities where legally required.

If we organise exchange visits or events that require sharing participant details with our partner association in France, we will only share the information necessary for organising the visit.

International transfers

Some of our service providers may process personal data outside the United Kingdom. Where this occurs, we will ensure that appropriate safeguards are in place to protect your information in accordance with UK GDPR.

How long we keep your information

We keep your information only for as long as necessary. Generally:

  • Membership records are retained while you remain a member.
  • Financial records are retained for up to seven years to comply with legal and accounting requirements.
  • Information relating to former members is securely deleted when it is no longer required.

Keeping your information secure

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure. Access to member information is limited to authorised committee members who need it to carry out Association business.

Your rights

Under UK GDPR you have the right to:

  • Access your personal information.
  • Request correction of inaccurate information.
  • Request deletion of your information in certain circumstances.
  • Restrict or object to processing in certain situations.
  • Request transfer of your information where applicable.
  • Withdraw consent where processing is based on consent.

To exercise any of these rights, please contact us using the details below.

Cookies

If the Association operates a website, cookies may be used to improve the functionality of the site. Where required, you will be provided with information about cookies when visiting the website.

Contact us

If you have any questions about this Privacy Notice or how we handle your personal information, please contact:
Totnes Vire Twin Town Association
Email: totnesviretwins@gmail.com

Complaints

If you are unhappy with how we have handled your personal information, please contact us first so that we can try to resolve your concerns. You also have the right to complain to the UK Information Commissioner's Office (ICO):

Website: https://ico.org.uk/
Telephone: 0303 123 1113

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