St Botolph's Sustainability Group Privacy and Data Policy

Last updated: 15 June 2026

Contact: info@ stbotsfuture.org

This Privacy Policy explains how the St Botolph’s Sustainability Group (“we”, “us”, “our”) collects, uses, and protects your personal data. We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

The policy applies to all visitors to our website and members of the Association who have access to the private members’ area. We only collect personal data necessary for legitimate administrative, historical, and communication purposes. Lawful Bases of Processing include: contractual necessity, legitimate interests, consent, and legal obligation.

Cookie Policy Our website (www.stbotsfuture.org) uses cookies to enhance performance, security, and user experience. Cookies may be session-based or persistent and help us improve functionality and analyse visitor traffic.

We do not use advertising or profiling cookies. Types of cookies used include strictly necessary, performance/analytics (Google Analytics), preference, and third-party cookies (e.g. YouTube, Google Maps). Visitors may accept or decline non-essential cookies via the site’s consent banner or browser settings. Google Analytics anonymises all IP addresses, and data is retained for a maximum of 26 months.

Users can opt out at https://tools.google.com/dlpage/gaoptout

Members’ Data Statement

This statement outlines how we manage personal and service-related information for members of the St Botolph’s Sustainability Group.

We respect the privacy and dignity of all members and handle data in line with the UK GDPR and the Data Protection Act 2018. Information we hold includes name, contact details, service history, rank, membership records, photographs, and login credentials. Data is used to administer membership, organise events, preserve historical records, and maintain communication with members. Access to member data is limited to authorised officers, administrators, and event organisers. We never share personal data externally without explicit consent. Historical materials such as photographs and service stories may be published publicly only with the member’s permission or that of next of kin.

Data is stored securely using encryption and password protection, and backed up regularly. We retain data for the duration of membership and up to six years thereafter, while historical records may be kept indefinitely for heritage purposes. Members have full data rights under the UK GDPR, including access, correction, erasure, and withdrawal of consent. Any concerns should be directed to info@stbotsfuture.org

In the event of a breach, affected members will be notified, and the Information Commissioner’s Office (ICO) will be informed within 72 hours if necessary.