Privacy Notice

HERITAGE VOLUNTEERING GROUP PRIVACY NOTICE

1.0 Purpose

This privacy notice tells you what to expect the Heritage Volunteering Group (HVG) to do with your personal information.

2.0 Contact Details

To get in touch about anything to do with data protection, please contact us at: heritagevolunteeringgroup@gmail.com using the subject line Data Protection Enquiry.

3.0 What Information we Collect, Use, and Why

We collect or use the following personal information for members, event attendees and those we work with (including Trustees, volunteers and contractors), as part of the running and management of HVG:

• Contact details (eg name, address, telephone number or personal email address)
• Date of birth
• Gender
• Place of work and Role

We collect some demographic information, including date of birth and gender, to support monitoring, evaluation and strategic decision-making. This helps us understand who engages with HVG, improve our activities, and plan future services in a more informed and inclusive way. We only collect this information where it is relevant and proportionate, and we handle it in accordance with our data protection responsibilities.

4.0 Lawful Bases and Data Protection Rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access: You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification: You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure: You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing: You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing: You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent: When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

5.0 Our Lawful Bases for the Collection and Use of Your Data

Our lawful bases for collecting or using personal information as part of managing membership, events, governance and organisational administration are:

• Consent: we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract: we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation: we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate interests: we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: managing membership, communicating with members, organising events, supporting regional networks, maintaining governance records, and administering the work of HVG in a proportionate and expected way.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

6.0 Where we Get Personal Information From

We collect your information from the following places:

• Directly from you
• Publicly available websites

7.0 How Long we Keep Information

We only keep personal information for as long as it is needed for the purpose we collected it for, or for as long as we are required to keep it by law.

In general:

• Membership records and contact details are kept for the duration of a person’s membership and for up to 6 months after membership ends, after which they are deleted or anonymised unless there is a lawful reason to retain them for longer.
• Newsletter and mailing list information is kept until a person unsubscribes or asks us to stop contacting them, and is then removed from the relevant mailing system as soon as reasonably practicable.
• Event booking and attendance information is kept for up to 18 months after the event unless it needs to be retained for financial accounting purposes where it will be kept for 6 years plus the current financial year in line with financial and legal requirements for the retention of financial records .
• Trustee details are kept for the duration of their involvement with HVG and for up to 72 months afterwards to cover the insurance run off period, unless a longer retention period is needed for governance, audit or legal reasons.
• Volunteer and contractor contact details and role-related information are kept for the duration of their involvement with HVG and for up to 12 months afterwards, unless a longer retention period is needed for governance, audit or legal reasons.
• Financial records connected to paid events or payments are kept for 6 years plus the current financial year in line with accounting and legal requirements.
• Emails and routine correspondence are kept only for as long as necessary for administration and record-keeping, and are periodically reviewed and deleted where no longer needed.
• Where information is used for statistical or reporting purposes, we will anonymise it wherever possible and keep it only for as long as it remains necessary in that form.

If we need to keep information for longer than the periods above, for example because of a complaint, dispute, legal claim or regulatory requirement, we will only do so for as long as necessary.

8.0 Who we Share Information With

In some circumstances, we may share information with the following organisations:

• Better Impact, MailChimp, Google and Eventbrite

9.0 Data Processors

We use the following data processors for the following reasons:

• Better Impact is used to hold member data. Better Impact’s privacy statement can be viewed here. They are also contactable at privacy@betterimpact.co.uk.  
• MailChimp is used to create and send our newsletters. MailChimp’s Data security and Privacy Policy can be viewed here.
• GoogleDrive and Gmail are used to operate our email account and store our files. Google provides a privacy policy for all of its services which can be found here.
• Eventbrite is used to sell tickets for our paid events. Eventbrite’s privacy policy can be viewed here.

10.0 How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

10.0 The ICO’s Address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Document Information

Title: Privacy Notice

Document ID: TBC

Author: Matt Hick, Chair

Date Created: 08/05/2026

Approved by Board: 08/05/2026

Next Review Date: 08/05/2031

Last Updated: N/A

Version: 1.0