Privacy Policy

1. Introduction Curl Ayrshire Charity ("the Charity", "we", "our" or "us") is committed to protecting your privacy and ensuring that your personal information is handled lawfully, fairly and transparently.
   This Privacy Notice explains how we collect, use, store and protect your personal information when you become a member of the Charity or participate in our activities.
   We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable legislation.
   Curl Ayrshire Charity is theData Controller for the personal information described in this Privacy Notice.
2. The Personal Data We Collect
   We may collect and process the following types of personal information:
   
   • Name, address, email, telephone number
   • Membership application details
   • Payment information
   • Attendance records for club activities
   • Emergency contact details
   • Photos or videos (only with consent)
   • Website usage data (cookies)
3. How We Use Your Personal Data & Lawful Bases
   
   1. Administering Your Membership
      
      • Managing applications, renewals, payments and membership records
      • Lawful basis: Contract (processing is necessary to provide membership services)
   2. Running Club Activities
      
      • Organising events, competitions, meetings and training
      • Lawful basis: Legitimate interests (efficient operation of the club)
   3. Essential Club Communications
      
      • Sending important updates about events, changes, safety notices and membership matters
      • Lawful basis: Legitimate interests
      • These are operational messages, not marketing
   4. Financial Management
      
      • Processing payments, accounting, audit compliance
      • Lawful basis: Legal obligation
   5. Safeguarding & Safety
      
      • Incident reporting, insurance claims, emergency procedures
      • Lawful basis: Legal obligation
   6. Photos, Videos and Publicity
      
      • Using images for the website, social media or promotional materials
      • Lawful basis: Consent
      • You can withdraw consent at any time
   7. Optional Newsletters or Marketing
      
      • Sending newsletters, promotional updates or fundraising messages
      • Lawful basis: Consent
      • You can unsubscribe at any time
   8. Sharing Data with Third Parties
      
      • Insurance providers, governing bodies, competition organisers
      • Lawful basis: Legitimate interests or Legal obligation (depending on the requirement)
   9. Website Cookies
      
      • Essential cookies: Legitimate interests
      • Non essential / analytics cookies: Consent
   10. Gift Aid Declarations and HMRC Requirements
       As a registered charity, we are required to collect and process certain personal information when you complete a Gift Aid declaration. This allows us to claim Gift Aid from HMRC on your eligible donations or membership fees.
   Data we collect for Gift Aid
   
   • Your name
   • Your home address
   • Your Gift Aid declaration
   • Records of donations or membership payments eligible for Gift Aid
   
   Purpose of processing
   We use this information to:
   
   • Confirm your eligibility for Gift Aid
   • Submit Gift Aid claims to HMRC
   • Maintain legally required Gift Aid records
   • Demonstrate compliance during audits or inspections
   
   Lawful basis
   
   • Legal obligation — HMRC requires charities to keep accurate Gift Aid records and provide them when making claims.
   • Tax declaration (not GDPR consent)— Your Gift Aid declaration is a tax statement confirming you pay sufficient UK tax. It is not GDPR consent.
   Who we share Gift Aid data with
   
   • HMRC — for Gift Aid claims
   • Our accountants or independent examiners — where required for charity audit or independent examination
   • Regulators(only if legally required), such as the Charity Commission or OSCR
   
   We do not use Gift Aid information for marketing or any non Gift Aid purpose.
   How long we keep Gift Aid data
   Gift Aid records must be kept for at least 6 years after the end of the financial year in which the claim was made, in line with HMRC requirements. We retain them for this period to comply with charity tax law.
4. How We Store and Protect Your Data
   We use appropriate technical and organisational measures to keep your data secure, including:
   
   • Password protected systems
   • Restricted access to membership records
   • Secure payment processing
   • Regular data protection reviews
5. How Long We Keep Your Data
   We retain personal data only for as long as necessary:
   
   • Membership records: retained while you are a member and for up to 6 years afterwards
   • Financial records: 6 years (HMRC requirement)
   • Photos: until consent is withdrawn
   • Incident reports: as required by insurance or legal obligations
6. Your Rights
   You have the following rights under UK GDPR:
   
   • Right of access
   • Right to rectification
   • Right to erasure
   • Right to restrict processing
   • Right to data portability
   • Right to object
   • Right to withdraw consent (where consent is used)
7. Contact Us
   If you have any questions regarding this Privacy Notice or wish to exercise your data protection rights, please contact:
   Company Secretary
   Curl Ayrshire Charity
   Email: secy@curlayrshire.com
8. Complaints
   If you have concerns about how we handle your data, you can contact:
   Information Commissioner’s Office (ICO) www.ico.org.uk Telephone: 0303 123 1113
9. Updates to This Notice
   We may update this privacy notice from time to time. The latest version will always be available on our website or from the club secretary.

Version: 1.0
Approved by: Board of Trustees
Approval Date: 15 September 2026
Review Date: August 2027
Document Owner: Charity Compliance Director