Privacy Policy

Privacy Policy

Friends of Broomwood
Last updated: 08/07/2026

Friends of Broomwood (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and protect personal data when you interact with us, including through our website, events, activities, and in-person interactions.

This policy has been prepared in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Friends of Broomwood is a community organisation that works to support and promote activities, events, and initiatives connected with Broomwood.

For the purposes of data protection law, Friends of Broomwood is the data controller responsible for your personal information.

Contact details:

Email: hello@friendsofbroomwood.co.uk

2. Information we collect

We may collect personal information in the following ways:

Information you provide online

When you contact us through our website, sign up for updates, complete forms, or interact with our services, we may collect:

  • Name
  • Email address
  • Telephone number
  • Address or location information where required
  • Any information you choose to provide in messages or enquiries

Information collected in person

When attending events, activities, or community sessions, we may collect information directly from you, including:

  • Name
  • Contact details
  • Emergency contact details where necessary for participation or safeguarding purposes
  • Relevant information needed to organise activities safely

Photography and video consent

During Friends of Broomwood events and activities, photographs and videos may be taken for purposes such as:

  • Sharing news and updates about our activities
  • Promoting Friends of Broomwood
  • Displaying community achievements
  • Publishing on our website, social media pages, newsletters, or promotional materials

Before using identifiable photographs or videos, we will seek appropriate consent.

For adults, we will request consent directly from the individual.

For children under 18, we will request consent from a parent or legal guardian before using identifiable photographs or videos.

You have the right to withdraw photo consent at any time by contacting us. If consent is withdrawn, we will stop using future images where reasonably possible. Please note that we may not be able to remove images that have already been printed or shared where removal is no longer practical.

3. How we use your information

We use personal information for purposes including:

  • Responding to enquiries
  • Managing events and activities
  • Communicating important updates
  • Organising community projects
  • Maintaining records of participation
  • Ensuring safeguarding and safety requirements are met
  • Sharing information about Friends of Broomwood activities where consent has been provided
  • Improving our services

We will only use your personal information for purposes that are relevant and necessary.

4. Our lawful basis for processing information

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

  • Consent: where you have given permission, such as for photography, marketing communications, or optional information sharing.
  • Legitimate interests: where processing is necessary for running and managing Friends of Broomwood activities.
  • Contractual or service-related purposes: where information is needed to provide a service or organise participation.
  • Legal obligations: where we are required to keep or provide information by law.
  • Vital interests: where information is necessary to protect someone’s health or safety.

5. Sharing your information

We will not sell, rent, or trade your personal information.

We may share information where necessary with:

  • Trusted service providers who help us operate our activities
  • Event partners or organisations involved in delivering activities
  • Authorities where we are legally required to do so
  • Safeguarding organisations where there is a concern about safety or welfare

We will only share the minimum information necessary.

6. Keeping your information secure

We take reasonable steps to protect personal information from:

  • Loss
  • Unauthorised access
  • Misuse
  • Alteration
  • Disclosure

Information collected in paper form will be stored securely, and electronic information will be protected using appropriate security measures.

7. How long we keep your information

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

The retention period may vary depending on:

  • The type of information
  • Legal requirements
  • Safeguarding obligations
  • The ongoing relationship with Friends of Broomwood

When information is no longer required, it will be securely deleted or destroyed.

8. Your rights under UK GDPR

You have rights regarding your personal information, including:

  • The right to be informed about how your information is used
  • The right of access to request a copy of information we hold about you
  • The right to rectification if information is incorrect
  • The right to erasure in certain circumstances
  • The right to restrict processing
  • The right to object to certain types of processing
  • The right to withdraw consent where processing is based on consent

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

9. Cookies

Our website may use cookies to improve functionality and understand how visitors use our website.

Cookies are small text files stored on your device. You can control or disable cookies through your browser settings.

10. Links to other websites

Our website may contain links to external websites or social media platforms. We are not responsible for the privacy practices or content of third-party websites.

We recommend checking the privacy policies of any external websites you visit.

11. Children’s privacy

We take children’s privacy seriously. We only collect information about children where it is necessary for participation, safety, safeguarding, or event management.

Where required, we obtain consent from a parent or legal guardian before collecting or using children’s personal information, including photographs and videos.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services.

Any updates will be published on our website with the revised date shown at the top of this policy.

13. Complaints

If you have concerns about how we handle your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the UK supervisory authority:

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk
Telephone: 0303 123 1113