1. Introduction

Tisbury Memory Group (TMG) is committed to protecting your personal data. Personal data means information about you. This Privacy Notice explains how and why we collect, use, and store personal information about our members, carers or care workers, volunteers, and others whose data we hold.
We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 to ensure that all personal data is processed lawfully, fairly, and transparently.

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2. Purpose

This Privacy Notice explains:

• What personal data we collect

• How and why we use it

• How we protect it

• How long we keep it

• Your rights

• Who to contact and how to complain. 

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3. The Information We Collect

We may collect and store the following types of personal data:

• Contact details (name, address, phone number, email address)

• Attendance information

• Volunteer information

• Emergency contact details (if you or someone else has provided these)

• Limited health or support needs information (only where voluntarily shared)

• Photographs taken at events (with consent)

• Payment details (if we begin accepting card payments)

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4. How We Use Your Information 

We use personal data only for purposes that are necessary to run the group, including:

• Managing membership and running activities

• Communicating news, events and updates

• Recording attendance and payment

• Promoting the group (e.g. in newsletters, on our website, in the press) only with your consent

• Meeting legal or safeguarding obligations and to ensure member safety at events

• Contacting your designated emergency contact in case of a serious concern for your welfare

We do not sell your personal data. We do not use your data for marketing unrelated to TMG’s work.

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5. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

• Consent: e.g. for photographs or newsletters

• Contract: when you join or attend an event

• Legal obligation: such as financial/accounting records

• Legitimate interests: e.g. to communicate with our Group to maintain attendance records (we balance this against your privacy rights)

• Vital Interests:  e.g. in a medical or welfare emergency

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6. Data Security

We take appropriate steps to protect your personal information.

• Paper records are kept securely in locked storage

• Electronic data is stored on password-protected devices or reputable encrypted cloud services

• Only authorised individuals within the Group have access to personal data

• In the event of a data breach, we will assess the risk and, where required, notify the Information Commissioner’s Office (ICO) and any affected individuals, in line with legal requirements 

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7. Data Retention

We keep personal data only for as long as necessary for the purposes it was collected.

• Financial records are retained for up to seven years to meet legal obligations

• General contact details and non-financial personal data will be reviewed annually.  When an individual’s involvement with TMG ends, their data will be deleted or anonymised unless there is a lawful reason to retain it longer (e.g. safeguarding) 

• Photographs are retained for as long as consented; if someone withdraws consent, we will remove their images from future materials where possible

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8. Photographs

We will only take and use photographs at events if you give us explicit verbal or written consent.  We may use these photos for:

• Our own newsletters 

• Our website, local and national media

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You can withdraw or change consent at any time, please contact us at: tisburymemorygroup@gmail.com.

 

 

9. Data Transfers Outside the UK

The group does not directly send personal data overseas. However, some of the digital systems we use (for example, email provider or cloud storage services) may store data on servers located outside the UK. These providers comply with UK GDPR requirements (e.g. through adequate safeguards).

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10. Your Rights

Under UK GDPR, you have the right to:

• Access: See the information we hold about you

• Correction: Ask us to correct it if it is wrong

• Erasure (“the right to be forgotten”): Ask us to delete it (subject to legal/operational constraints)

• Restriction: Ask us to limit how we use your data

• Objection: Tell us to stop using your data for a particular purpose (e.g. marketing)

• Data portability: Request a copy of your personal data in an accessible format

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To exercise any of these rights, please contact: tisburymemorygroup@gmail.com.

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11. Capacity to Exercise Data Rights

Some TMG members may, at times, need support in understanding or exercising their data rights.  We will always seek to involve the member directly, but where we reasonably believe they lack may capacity to manage their own rights, we may accept requests from a known family member or carer, or else from someone who has legal authority (e.g. a Power of Attorney) to act in the person’s best interests.

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12. Contact and Complaints

If you have any questions or concerns about how we use your data, please contact: tisburymemorygroup@gmail.com.

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If you remain unhappy, you may lodge a complaint with the Information Commissioner’s Office (ICO):

• Website: https://ico.org.uk/concerns/

• Telephone: 0303 123 1113

• Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

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13. Review and Updates

This Privacy Notice is reviewed annually, or sooner if our data practices change. Next review due:  21 November 2026.