The purpose of this policy is to set out the Hersham Community Group (HCG) commitment and procedures for protecting personal data. The Management of HCG regards the lawful and correct treatment of personal information as extremely important to maintaining the confidence of members and individuals we work with. We recognise the risks to individuals of identity theft and financial loss if personal data is lost, misused, or stolen. Committee members, staff and volunteers are personally responsible for processing and using personal information in accordance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR). All Committee Members, staff and volunteers who have access to personal information are expected to read and comply with this policy. This policy will be reviewed annually.

Under the Data Protection Act 2018 and GDPR, organisations that handle personal information must comply with key principles regarding the privacy and protection of this information. Hersham Community Group believes that lawful and responsible treatment of personal data is essential to: Maintaining the reputation of the organisation Operating with integrity as Committee Members Serving the local community responsibly We are committed to adhering to the principles set out in the Data Protection Act 2018 and GDPR, specifically to: Observe the conditions regarding the fair collection and use of personal information Meet legal obligations to specify and periodically review the purposes for which personal information is used Only collect information required to carry out the role of the organisation Ensure personal information is accurate and up to date Ensure data is not held longer than necessary Inform individuals of their right to access the information held about them Protect and secure personal data appropriately Regularly review how personal information is stored and processed Ensure those handling personal information understand their responsibilities Provide a clear procedure for enquiries regarding personal data

The Hersham Community Group must collect and retain certain types of personal data in order to carry out its activities and meet its legal obligations. This includes information about members and contacts needed for day-to-day operations and communication. Hersham Community Group is committed to ensuring personal data is handled in accordance with the Data Protection Act 2018 and GDPR. To comply with these regulations, personal information will be: Collected and used fairly Stored safely and securely Not disclosed unlawfully In line with GDPR principles, personal data will be: Obtained fairly and lawfully for specific purposes Adequate, relevant and not excessive Accurate and kept up to date Retained only as long as necessary Processed in accordance with the rights of individuals

Subject to appropriate security measures, Hersham Community Group gathers and processes the following information: Members Name Address Telephone number Email address General information such as age range, interests and volunteering Under the HCG safeguarding policy, members attending events may also provide: Emergency contact name Emergency contact telephone number Committee Members Name Address Telephone number Email address Service Users Name Contact details

Hersham Community Group will ensure that personal data: Is not sold to companies or shared with public organisations Is not passed to third parties without written consent Is used only for the purposes stated Is kept accurate and up to date Is deleted when no longer required Is stored securely and password protected where appropriate

Email addresses stored for communication with members will only be used for: Event information Meeting notices Membership updates Group emails will normally be sent using Blind Carbon Copy (BCC) to protect member privacy. Emails sent to restricted groups such as committee members may show recipient addresses with prior consent. Members will always have the option to opt out of receiving communications.

Individuals have the right to request a copy of the personal information that Hersham Community Group holds about them.

The Hersham Community Group will carry out an annual review of this policy.