Privacy Policy

Privacy Policy

Todmorden Town Twinning Association

Last updated: [Insert Date]

Who We Are

Todmorden Town Twinning Association is a voluntary organisation based in Todmorden, West Yorkshire, promoting friendship and cultural exchange with our twin towns in Germany and France.

Data Controller: Todmorden Town Twinning Association
Contact: [Insert Secretary/Chair name and contact details]
Address: [Insert registered address]

What Information We Collect

We collect and process personal information only when necessary for our legitimate activities:

Membership Information

  • Name and contact details (address, phone, email)
  • Emergency contact information
  • Dietary requirements and accessibility needs
  • Photography consent preferences

Event Participation

  • Travel document details (for international trips)
  • Accommodation preferences
  • Medical information relevant to travel safety
  • Payment information for events and trips

Website Usage

  • Basic analytics data (anonymised where possible)
  • Contact form submissions
  • Email newsletter subscriptions

How We Use Your Information

We process your personal data for these purposes:

Membership Management

  • Maintaining our membership records
  • Communicating about association activities
  • Organising events and trips

Event Organisation

  • Arranging accommodation with host families
  • Booking travel and activities
  • Ensuring participant safety and wellbeing
  • Emergency contact purposes

Communication

  • Sending newsletters and event updates
  • Sharing photos from events (with consent)
  • General association correspondence

Legal Basis for Processing

We process your data based on:

  • Legitimate interests – for membership administration and event organisation
  • Consent – for newsletters, photography, and marketing communications
  • Contract – when you book paid events or trips
  • Vital interests – for emergency situations during travel

Sharing Your Information

We may share your information with:

Host Families and Partner Organisations

  • Essential contact details for accommodation arrangements
  • Dietary and accessibility information for hosting

Travel Service Providers

  • Booking details for transport and accommodation
  • Passport/ID information where legally required

Emergency Services

  • Medical and contact information in emergencies only

We never sell your data or share it for commercial purposes.

International Transfers

When organising trips to our twin towns in Germany and France, we may transfer your data to these countries. Both are within the UK’s data adequacy framework, ensuring equivalent protection to UK GDPR.

Data Retention

We keep your information for:

  • Active members: During membership and for 2 years after leaving
  • Event participants: For 7 years for insurance and safety purposes
  • Newsletter subscribers: Until you unsubscribe
  • Financial records: For 6 years as required by law

Your Rights

Under UK GDPR, you have the right to:

Access – Request a copy of your personal data
Rectification – Correct inaccurate information
Erasure – Request deletion (subject to legal requirements)
Portability – Receive your data in a portable format
Restriction – Limit how we process your data
Objection – Object to processing based on legitimate interests
Withdraw consent – For consent-based processing

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

Photography and Social Media

We often photograph association events for newsletters and social media. We will:

  • Ask for consent before taking photos at events
  • Respect requests not to be photographed
  • Remove photos upon request
  • Obtain separate consent for children’s photographs

Website Cookies

Our website uses essential cookies for functionality. We do not use tracking or advertising cookies. You can disable cookies in your browser settings, though this may affect website functionality.

Data Security

We protect your information through:

  • Secure storage of physical records
  • Password-protected digital files
  • Limited access to authorised committee members only
  • Regular deletion of outdated information

Children’s Data

For members under 16, we require parental consent for data processing. We take extra care with children’s information and photographs.

Changes to This Policy

We may update this policy to reflect changes in law or our practices. We will notify members of significant changes via email or our website.

Complaints

If you have concerns about how we handle your data, you can:

  1. Contact us directly using the details above
  2. Complain to the Information Commissioner’s Office (ICO):
    • Website: ico.org.uk
    • Phone: 0303 123 1113

This policy helps us maintain trust while fulfilling our mission of building international friendships. If you have questions, please don’t hesitate to contact us.