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Privacy Policy

Privacy Policy for Upper Deben Owners Group (UDOG)

Last updated: 20 May 2026

This Privacy Policy explains how Upper Deben Owners Group (UDOG) (“we”, “us”, “our”) collects, uses, stores, and protects your personal information. UDOG is a UK‑based charity supporting the community of owners and stakeholders along the Upper Deben.

By becoming a member, participating in our activities, or using our website, you agree to the practices described in this policy.

1. Who We Are

Upper Deben Owners Group (UDOG)
A UK‑registered charity supporting the Upper Deben community.

For any data protection queries, you can contact us at:
Email: hello@udog.org.uk
Address: Hawthorns, Water Ln, Debenham, Stowmarket, IP14 6QB

2. Information We Collect

We collect personal information to manage membership, run community activities, and operate as a charity.

A. Information You Provide

  • Membership details — name, email address, postal address, phone number
  • Payment information — membership fees or donations (processed by third‑party providers)
  • Community participation — event sign‑ups, surveys, volunteer information
  • Communications — emails, enquiries, feedback
  • Website submissions — forms, uploaded content, comments (if applicable)

B. Information Collected Automatically

  • Technical data — IP address, browser type, device information
  • Usage data — pages visited, time on site, navigation patterns
  • Cookies — used for login, analytics, and preferences

C. Sensitive Information

We do not intentionally collect special category data unless you voluntarily provide it (e.g., accessibility needs for events). When we do, we process it only with your explicit consent.

3. How We Use Your Information

We use your information to:

  • Manage memberships and maintain accurate records
  • Communicate with members about events, updates, and community matters
  • Organise activities such as meetings, events, and volunteer programmes
  • Process donations and maintain financial records
  • Operate and improve our website and digital services
  • Comply with charity regulations and legal obligations
  • Ensure safety and uphold community standards

We do not sell your data.

4. Legal Bases for Processing (UK GDPR)

We process your data under the following lawful bases:

  • Contract — to provide membership services
  • Consent — for newsletters, optional communications, cookies
  • Legitimate interests — running a community charity, improving services
  • Legal obligation — charity governance, financial record‑keeping

5. How We Share Your Information

We may share your information with:

  • Service providers — website hosting, email services, payment processors
  • Committee members or volunteers — only where necessary to run UDOG activities
  • Regulators — such as the Charity Commission, when legally required
  • Event partners — only when essential for participation (e.g., venue access lists)

We never share your data for marketing by third parties.

6. Cookies & Tracking

We use cookies to:

  • Keep you logged in
  • Remember preferences
  • Analyse website usage
  • Improve performance

You can manage or disable cookies through your browser settings.

7. Data Retention

We keep your personal data only as long as necessary for:

  • Membership administration
  • Charity governance and legal requirements
  • Financial record‑keeping (typically 6 years)

You may request deletion of your data at any time, subject to legal obligations.

8. Your Rights Under UK GDPR

You have the right to:

  • Access your data
  • Correct inaccurate information
  • Request deletion
  • Restrict processing
  • Object to processing
  • Receive a copy of your data
  • Withdraw consent where processing is based on consent

To exercise these rights, contact us at the email above.

9. Data Security

We use technical and organisational measures to protect your data, including:

  • Encrypted website connections (HTTPS)
  • Secure password storage
  • Access controls for committee members
  • Regular reviews of data handling practices

No online system can guarantee absolute security, but we take reasonable steps to protect your information.

10. Children’s Privacy

UDOG does not knowingly collect data from children under 13.
If we learn that we have collected such data, we will delete it promptly.

11. International Transfers

Some service providers (e.g., email or cloud hosting) may store data outside the UK.
Where this occurs, we ensure appropriate safeguards such as:

  • UK‑approved Standard Contractual Clauses
  • Providers with recognised data protection frameworks

12. Changes to This Policy

We may update this Privacy Policy from time to time.
Significant changes will be communicated via email or website notice.

13. Contact Us

For questions about this Privacy Policy or your data rights:

Upper Deben Owners Group (UDOG)
Email: hello@udog.org.uk
Address: Hawthorns, Water Ln, Debenham, Stowmarket, IP14 6QB