Privacy Policy for Pride in Coalville

1. Introduction Pride in Coalville is committed to protecting the privacy and personal data of all individuals who engage with us, including attendees, volunteers, staff, and partners. This Privacy Policy outlines how we collect, use, store, and protect personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Purpose The purpose of this policy is to:

  • Inform individuals about how their personal data is handled.

  • Ensure transparency and accountability in our data processing activities.

  • Comply with data protection laws and uphold individuals’ rights.

3. Scope This policy applies to all personal data processed by Pride in Coalville, including:

  • Information collected through event registrations, online forms, and communications.

  • Data gathered from volunteers, staff, and participants.

  • Any other personal data processed during our activities.

4. Data We Collect We may collect the following types of personal data:

  • Contact information: Name, address, phone number, email address.

  • Demographic information: Age, gender, and other relevant details.

  • Event participation: Registration details, attendance, and feedback.

  • Volunteer and staff details: Emergency contacts, DBS check results (where applicable), and role-related information.

  • Website usage data: IP addresses, cookies, and browsing behaviour.

5. How We Use Personal Data Pride in Coalville processes personal data for the following purposes:

  • Organising and managing events.

  • Communicating with attendees, volunteers, and partners.

  • Ensuring safety and safeguarding during events.

  • Improving our services and events through feedback and analytics.

  • Complying with legal and regulatory requirements.

6. Legal Basis for Processing We process personal data under the following legal bases:

  • Consent: Where individuals have explicitly agreed to the processing of their data.

  • Contract: To fulfil obligations related to event participation or volunteer roles.

  • Legal obligation: To comply with safeguarding or regulatory requirements.

  • Legitimate interests: For activities that benefit our mission, provided they do not override individual rights.

7. Sharing Personal Data We do not sell personal data to third parties. However, we may share data with:

  • Service providers who assist with event management, communication, or IT support.

  • Authorities or organisations where required by law or safeguarding concerns.

  • Partner organisations involved in delivering specific events or services.

8. Data Security We implement appropriate technical and organisational measures to protect personal data, including:

  • Secure storage systems and encrypted communications.

  • Restricted access to personal data on a need-to-know basis.

  • Regular data security training for staff and volunteers.

9. Data Retention We retain personal data only as long as necessary for the purposes outlined in this policy or as required by law. Data no longer needed will be securely deleted or anonymised.

10. Individual Rights Individuals have the following rights under data protection laws:

  • Access: Request a copy of their personal data.

  • Rectification: Correct inaccurate or incomplete data.

  • Erasure: Request deletion of their data (where applicable).

  • Restriction: Limit the processing of their data.

  • Data portability: Obtain their data in a structured, machine-readable format.

  • Objection: Object to processing based on legitimate interests.

  • Withdraw consent: Where processing is based on consent, withdraw it at any time.

To exercise these rights, individuals can contact us using the details provided below.

11. Cookies and Online Tracking Our website uses cookies to improve user experience and analyse website traffic. Users can manage cookie preferences through their browser settings.

12. Contact Information For questions or concerns about this Privacy Policy or our data practices, please contact us:

  • Email: info@prideincoalville.org

13. Complaints If you are unhappy with how we handle your data, you can contact us or lodge a complaint with the Information Commissioner’s Office (ICO):

14. Policy Updates This Privacy Policy will be reviewed regularly and updated as necessary to reflect changes in our practices or legal requirements. The latest version will always be available on our website.

15. Approval and Implementation This policy has been approved by the Pride in Coalville organising committee and is effective as of 13/01/2025. All staff, volunteers, and organisers are expected to adhere to this policy.