Privacy Policy
This Privacy Policy explains what information the New Folkestone Society (“the Society”) collects in line with the General Data Protection Regulation (EU) 2016/679 (“UK GDPR”), the Data Protection Act 2018 (“DPA 2018”) and the Privacy and Electronic Communications (EC Directive) Regulations 2003 (“PECR”) and makes reference to the Information Commissioner’s Officer (“ICO”). Any comments, questions, Subject Access Requests (“SAR”) or complaints about how the Society is using your data should be addressed to the Society’s Digital Portfolio holder via the contact form.
Information the Society collects
The following table sets out the information the Society collects, why it is collected and what “lawful basis” the Society uses to justify collection and processing of your data per UK data protection law. There are six lawful bases set out in Article 6 of the UK GDPR. You may find more information on lawful bases on the ICO website.
| Purpose | Data collected | Lawful basis |
| Enquiries | Name, e-mail address, message | Legitimate interests – it is necessary for the Society to store and read your message in order to respond to it. |
| Joining the Society | Name, e-mail address, address, telephone number, payment information | Contract – by paying your membership fee you enter into a contractual relationship with the Society. |
| Joining the Society mailing list | Name, e-mail address, membership status, statistical information on opening mailshot e-mails, consent | Consent – when signing up to the Society’s mailing list, you consent to your data being stored by the Society and used for the intended purposes. Legitimate interests – the mailing list service the Society uses collates data on ‘opens’ and ‘clicks’ to provide statistical analysis of the Society’s mailshots. If you unsubscribe, the service removes you from the mailing list, but retains your data for historical statistical analysis. |
| Making a donation | Name, e-mail address, address, payment information | Legitimate interests – this information is necessary for the Society to process your donation and send a confirmation message. The Society may collate data on donations for statistical purposes and to contact donors in future to ascertain whether they would like to support the Society again. |
| Gift Aid | Name, address, payment information, consent | Legal obligation – the Society has a duty to collect information from donors who opt in to Gift Aid and pass the information on to HMRC, so donors may be identified as UK taxpayers. |
| Purchasing event tickets | Name, e-mail address, address, phone number, payment information, order details, dietary requirements, consent | Contractual – by purchasing a ticket(s) you enter into a contractual agreement with the Society. Consent – by providing optional information you agree to its use by the Society for statistical purposes. Legitimate interests – when the Society hosts catered events, information may be requested on dietary requirements e.g. allergies, in order to ensure the safety of diners. |
| Event photography | Photographs, name, e-mail address, consent | Legitimate interests – the Society may photograph its events in order to show the public what they may expect at events; as well as demonstrating to members, mailing list subscribers and funders the level of public and/or member engagement at the Society’s events. Consent – the Society will only attribute names and contact details to published photographs with consent. This may be implied verbal consent, e.g. asking an event participant if they agree to having their photograph taken, or express written consent. |
| Surveys | Survey data; statistical information (optional) | Consent – by completing one of the Society’s surveys, you agree to the use of your data by the Society for statistical purposes. By providing optional statistical data e.g. age and residency, you agree to its use for such statistical purposes. |
| Website functionality | Website activity, consent | Legitimate interests – it is necessary for the Society to store some information in cookies to deliver expected website functionality such as processing an order. Consent – by opting-in to optional cookies via the Society’s cookie settings pop-up dialogue, you consent to their functionality as described in the dialogue. |
How the Society uses data
The Society only uses personal data in a manner appropriate to the lawful basis under which it was collected, as identified in the above table.
Sharing data with third parties
The Society will only share your data with third parties under the following circumstances:
- where you have provided your explicit consent for the Society to pass data to a named third party/parties;
- where the Society uses a third party service to retain and process data (such as mailing list, accounting, ticket sales and payment processing platforms);
- where the Society has anonymized data before sharing for statistical purposes;
- where the Society is required by law to share your data with law enforcement officials;
- where it is expedient for the Society to do so in order to safeguard a vulnerable person;
- where there is another lawful basis for the Society to do so, as defined in the table above.
The Society may opt to share photographs and names of events hosted by the Society for promotional purposes with the public via the Society’s website, social media pages, NFS magazine, newsletters, posters, banners and/or other similar methods; and/or with media outlets, local councils, similar societies and organisations that may promote the Society’s events.
Where statistical data is to be shared, the Society will take reasonable efforts to ensure that no personal data is shared without first being anonymised. However, please note that any form provided by the Society in an anonymous survey may have fields where the user is asked to provide written comment. Should you include personal information in such a field, you do so at risk of it not being anonymised before the Society shares the data with third parties.
The Society will only pass data to third parties outside the UK or EU where approriate safeguards are in place, as defined by Article 46 of the UK GDPR.
The Society’s mailing list may include information on events, surveys and other relevant local information that the Society feels may be of interest to you that has been gathered from public sources and/or as a direct publicity request from affiliated societies. This information is provided solely as an informational service to you; the Society will never share personal information with the third parties responsible for these events, surveys or information.
Third party services the Society uses
The following table shows third party services the Society uses as data processors, what information these third parties may store and a link to their privacy policies:
| Service | Purpose | Data stored | Privacy policy |
| Cloudflare | improved website performance, security | traffic information (e.g. IP address, system configuration) | https://www.cloudflare.com/en-gb/privacypolicy/ |
| e-mail services, analytics | visitor interactions | http://www.google.com/intl/en/policies/privacy/ | |
| Mailchimp | mailing list, analytics | contact information, usage data, device information | https://mailchimp.com/legal/ |
| PayPal | payment processing | contact information, identification information, payment information, transaction information, credit information, financial information, usage data, device information, location data | https://www.paypal.com/uk/legalhub/paypal/privacy-full |
| Stripe | payment processing | contact information, identification information, payment information, transaction information, credit information, financial information | https://stripe.com/gb/privacy |
| Zettle | payment processing | contact information, payment information, transaction information | https://www.zettle.com/gb/legal/privacy-policy |
Cookies
The Society’s website places cookies on your computer to help you navigate efficiently and perform certain functions. Some cookies are classified as ‘strictly necessary’, whereas others are used for purposes such as analytics. You can see what cookies the Society uses and opt out of any that are not considered ‘strictly necessary’ by clicking on the cookie settings pop-up in the bottom left hand corner of the website.
Data retention
In line with UK GDPR principles of Storage Limitation, Minimisation and Accuracy, the Society will only request the minimum amount of data necessary to fulfil its intended purpose and ensure any personal data is destroyed once no longer required.
Where data is collected on a consent basis, the Society will ensure consent is renewed at least every three years.
Your rights
You have the following rights:
- Right of access – You have the right to ask the Society for copies of your personal information. You can request other information such as details about where the Society personal information from and who the Society shares personal information with. There are some exemptions which means you may not receive all the information you ask for in a SAR. Read more here
- Right to rectification – You have the right to ask the Society to correct or delete personal information you think is inaccurate or incomplete. Read more here
- Right to erasure – You have the right to ask the Society to delete your personal information. Read more here
- Right to restriction of processing – You have the right to ask the Society to limit how it can use your personal information. Read more here
- Right to object to processing – You have the right to object to the processing of your personal data. Read more here
- Right to data portability – You have the right to ask that the Society transfers the personal information you gave the Society to another organisation, or to you. Read more here
- Right to withdraw consent – When the Society uses consent as a lawful basis you have the right to withdraw your consent at any time. Read more here
If you make a request, the Society must respond to you without undue delay and in any event within one month. To make a data protection rights request, please use the Society’s contact form.
Your data protection rights may be affected by the lawful basis chosen by the Society. More information can be found on the ICO links above, or by contacting the Society’s Digital Portfolio holder.
You may unsubscribe from the Society’s mailing list via the link at the bottom of any e-mail. Please note that your personal unsubscribe link is unique – if you share one of the Society’s mailshot e-mails, the recipient may consider it unsolicited and click on your unsubscribe link, which means you will no longer receive e-mails from the Society. To prevent this, please ensure you use the dedicated share button at the bottom of e-mails.
How to make a complaint
If you have any concerns about the Society’s use of your personal data, you can make a complaint by using the Society’s contact form.
If you remain unhappy with how the Society has used your data after raising a complaint, you can also complain to the ICO by any of the following methods:
- by mail: Information Commissioner’s Officer, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
- by telephone: 0303 123 1113
- online: https://ico.org.uk/make-a-complaint/
Modifications to this Privacy Policy
The Society will assess this Privacy Policy on at least a yearly basis and may make changes as deemed necessary. The latest version of the Privacy Policy will be found on this page. The date of the last update can be found below.
This Privacy Policy was created in line with the UK GDPR, DPA 2018 and PECR along with guidance and a template generator from the ICO website, based on a template and guidance for membership organisations from White Fuze.
Policy last updated 10 February 2025.