Privacy Policy
Last updated: 05/12/2025
Dear Girls Club CIC (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy applies to all members, volunteers, event participants, website users, and anyone who interacts with our community or services.
1. Who We Are
Dear Girls Club CIC
A Community Interest Company registered in Scotland
Email: hey@deargirls.co.uk
We act as the Data Controller, meaning we are responsible for deciding how your personal information is used.
2. What Personal Data We Collect
We may collect the following types of personal data depending on your interaction with us:
Members & Event Participants
Name
Email address
Phone number
Emergency contact details (if required for certain events)
Social media handles (if voluntarily shared)
Photos/video from events (only with consent)
Volunteers
Name
Contact details
Application information
Skills/experience
References (if applicable)
Any safeguarding or legal documentation required for specific roles
Website / Online Interactions
IP address
Browser information
Cookies and analytics data (e.g., page views, interactions)
We do not intentionally collect sensitive data unless necessary and explicitly consented to (e.g., accessibility requirements or allergies for event safety).
3. How We Use Your Data
We use your personal data to:
Manage memberships and communication
Organise and run events
Provide updates, newsletters, and community information
Respond to enquiries
Recruit, manage, and communicate with volunteers
Ensure safety and safeguarding at events
Improve our website and services
Keep internal records required for running a CIC
We will only use your data when we have a lawful basis, such as:
Your consent
Contractual necessity (e.g., event participation)
Legitimate interests (community management)
Legal obligations (e.g., safeguarding compliance)
4. Sharing Your Data
We only share your data when necessary and with trusted parties, such as:
Email or communication service providers
Payment processors (if applicable for event fees)
Safeguarding authorities, only if legally required
Professional advisors (e.g., accountants for CIC reporting)
We never sell your data.
5. How We Store Your Data
Your data is stored securely using password-protected systems and reputable third-party platforms (e.g., email marketing tools, registration software).
We keep personal data only for as long as necessary:
Member contact information: while you remain active or subscribed
Volunteer records: for the duration of your volunteer relationship
Event data: typically up to 12 months
Legal/safeguarding data: as required by law
6. Your Rights Under GDPR
You have the right to:
Access your personal data
Correct inaccurate information
Request deletion (“right to be forgotten”)
Withdraw consent at any time
Object to processing
Request data portability
Restrict processing
Raise a complaint with the ICO (Information Commissioner’s Office)
To exercise any rights, contact us at: hey@deargirls.co.uk.
7. Cookies & Website Tracking
We may use cookies to improve your browsing experience, analyse website traffic, and understand user interactions. You can control cookie settings through your browser at any time.
8. Photography & Media Consent
We may take photos or videos during events, but we will always:
Ask for consent
Allow you to opt out
Respect your preferences
If you withdraw consent later, we will remove any identifiable images where feasible.
9. Changes to This Policy
We may update this Privacy Policy occasionally. The latest version will always be available on our website. Significant updates will be communicated directly to members and volunteers.
10. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, contact:
Email: hey@deargirls.co.uk