Privacy Policy

Last updated: 03/11/2025

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1. Who We Are

Ex-Force’s to Community’s (“we”, “our”, or “us”) is a registered charity based in Telford supporting ex-forces personnel and their families as they reintegrate into the community.

We are the data controller responsible for your personal information and we are committed to protecting your privacy and complying with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

 

2. Information We Collect

We may collect and process the following types of personal information when you contact us, make a booking, or use our website:

• Full name

• Email address

• Telephone number

• Any details you include in a booking or enquiry message

Our website also uses cookies to help us operate effectively and understand how visitors use our site.

 

3. How We Use Your Information

We use your personal data to:

• Respond to your enquiries and requests

• Process bookings and event participation

• Communicate updates or information you’ve asked to receive

• Improve our services and website

We do not sell, trade, or rent your personal data to anyone.
We may share data only when required by law or with trusted service providers (such as website or email hosting) who help us operate safely and securely.

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4. Lawful Bases for Processing

Under the UK GDPR, we must have a lawful basis for processing your data. We rely on the following:

• Consent – when you contact us or request updates, you give us permission to use your details for that purpose.

• Contract – when processing is necessary to handle your booking or enquiry.

• Legal Obligation – when we must keep certain records for charity or tax purposes.

• Legitimate Interests – to manage our website and ensure the best experience for visitors.

 

5. Data Retention

We keep personal information only for as long as necessary:

• Enquiry details: up to 12 months after the last contact.

• Booking or participation records: up to 6 years (for legal/accounting purposes).
  After this time, data is securely deleted or anonymised.

 

6. Cookies

Cookies are small text files stored on your device when you visit our website. We use them to:

• Make the website function correctly

• Analyse visitor traffic and improve performance

You can manage or disable cookies in your browser settings. Some features of our site may not work properly if you disable cookies.

 

7. Data Security

We use appropriate security measures to protect your data, including encryption, password protection, and restricted access.
Although we take care to secure your information, no system is completely foolproof, and we encourage you to take care when sharing personal data online.

 

8. Your Data Protection Rights

Under data protection law, you have the right to:

• Access the personal data we hold about you

• Ask for corrections if your data is inaccurate or incomplete

• Request deletion of your data (“the right to be forgotten”)

• Object to or restrict how we process your data

• Withdraw consent at any time (where processing is based on consent)

To exercise these rights, please contact us using the details below.

 

9. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact:

Ex-Force’s to Community’s
Email: [Insert Contact Email]
Phone: [Insert Contact Number]
Address: [Insert Postal Address]

If you are unhappy with how we’ve handled your data, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
https://www.ico.org.uk
Tel: 0303 123 1113

 

10. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with a revised “Last updated” date.