1. Who we are
Cambridge Hindu Association (registered charity number 1077911) is the data controller for personal information collected through this website and our membership activities.
Registered address: 10 Resbury Close, Sawston, Cambridge, CB22 3DE
Email: info@chauk.org
2. Information we collect
We may collect and process the following information:
- Contact enquiries — name, email address, phone number and message content when you use our contact form.
- Membership applications — personal details submitted on the membership form, including name, address, contact details, age group, membership type, emergency contact details, Gift Aid declarations, and information about additional household members included on the same application.
- Payment information — membership payment references and payment status. We do not collect or store card details on this website; membership fees are paid by bank transfer.
- Technical information — basic usage data such as browser type, device information and IP address, collected through essential cookies, server logs, and first-party website analytics where necessary for security, operation and understanding how the public website is used. Analytics identifiers are stored in hashed form and are not used for advertising.
- Administration — information relating to committee members, volunteers and authorised admin users who access the CHA admin portal.
3. How we use your information
We use personal information to:
- respond to enquiries and communicate with members and supporters;
- process membership applications, confirm payments and maintain membership records;
- manage Gift Aid declarations where you have provided consent;
- organise events, activities and community communications;
- keep our website secure and operating correctly;
- understand how the public website is used (for example page views and approximate visitor numbers) so we can improve content and services;
- meet legal, regulatory and charity governance obligations.
4. Lawful bases for processing
Under UK data protection law, we rely on one or more of the following lawful bases:
- Consent — where you have given clear permission, for example Gift Aid or marketing contact preferences.
- Contract — where processing is necessary to handle a membership application or related request.
- Legitimate interests — to run the charity, communicate with our community and keep our services secure, provided your rights are not overridden.
- Legal obligation — where we must keep certain records, for example Gift Aid or financial records.
5. Sharing your information
We do not sell your personal information. We may share information only where necessary with:
- trusted service providers who help us operate the website, email or hosting (under appropriate confidentiality and security arrangements);
- HMRC or other authorities where required for Gift Aid, tax or legal compliance;
- professional advisers where reasonably required for governance or legal purposes.
6. How long we keep information
We keep personal information only for as long as needed for the purposes described above, including membership administration, Gift Aid record-keeping and legal requirements. When information is no longer required, we delete or anonymise it securely.
7. Your rights
Under UK GDPR, you may have the right to:
- request access to the personal information we hold about you;
- request correction of inaccurate information;
- request erasure in certain circumstances;
- object to or restrict certain processing;
- withdraw consent where processing is based on consent;
- lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.
To exercise your rights, contact us at info@chauk.org.
8. Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss or misuse. No online system can be guaranteed completely secure, so please avoid sending unnecessary sensitive information by email.
9. Links to other websites
Our website may link to third-party websites such as social media platforms or sponsors. We are not responsible for the privacy practices of those websites and encourage you to read their policies separately.
10. Changes to this policy
We may update this Privacy Policy from time to time. The latest version will always be published on this page with the updated date shown above.