1. Who we are
This website supports Dorchester Round Table 323 and Dorchester Round Table Charitable Trust Fund, registered charity number 1047361. In this policy, "we", "us" and "our" refer to the organisation responsible for the activity concerned.
Dorchester Round Table 323 is normally responsible for membership, social and general club enquiries. Dorchester Round Table Charitable Trust Fund is normally responsible for donations, charitable fundraising and grant-related matters. They may work together where an enquiry or activity involves both.
Our shared contact email is info@dorchesterroundtable.co.uk. The charity's registered contact address is 3 Monmouth Road, Dorchester, Dorset, DT1 2DE.
2. Information we collect
Depending on how you interact with us, we may collect:
- Information you provide: your name, email address, phone number, organisation, proposed sponsorship or donation amount, membership answers, message and anti-spam verification token.
- Correspondence and relationship records: our replies and records connected with membership, volunteering, sponsorship, donations or events.
- Website and device information: IP address, browser and device type, operating system, approximate country, referring page, pages viewed, screen size, language, request time and security or error information.
- Event and publicity information: names, photographs, video, roles, sponsor details and material supplied to us or recorded at our events for news, historical and promotional purposes.
We do not collect payment card or online banking details on this website. Online donations are completed on NatWest Payit, which handles payment information under its own privacy information and terms.
We usually collect information directly from you. We may also receive relevant information from members, trustees, event partners, sponsors, photographers, other Round Table organisations or public sources. Form fields marked with an asterisk are needed for us to respond through that form. You are not generally required by law or contract to provide them, but we may be unable to deal with your request if you do not.
Please do not include sensitive personal information in a form unless it is necessary for us to deal with your request. If you give us health, disability or other special category information, we will use it only where the law permits and only for the relevant purpose.
3. How and why we use personal information
| Purpose | Usual lawful basis |
|---|---|
| Replying to enquiries and taking requested steps about membership, sponsorship, donations or events. | Legitimate interests in running the club and charity; steps before a contract where relevant. |
| Managing membership, volunteering and ongoing relationships. | Performance of a contract where one applies; legitimate interests in administering our activities. |
| Recording sponsorship, donations, charitable expenditure and related financial activity. | Legal obligations; legitimate interests in accountable fundraising and financial administration; contract where relevant. |
| Publishing event news, photographs and a record of our community and charitable work. | Legitimate interests in informing the community and promoting our work; consent where appropriate. |
| Operating, securing, troubleshooting and improving the website. | Legitimate interests in providing a reliable and secure website and understanding its use; legal obligations where applicable. |
Where we rely on legitimate interests, those interests are to run and protect the club and charity, respond to people, organise activities, raise and distribute funds responsibly, and communicate our work. We consider the effect on your rights before using this basis.
We do not make decisions about you solely by automated means where the decision would have a legal or similarly significant effect.
5. International transfers
Some technology providers operate internationally, so information may be processed outside the United Kingdom. Where UK data protection law requires it, we use an approved safeguard such as UK adequacy regulations or contractual protections and apply appropriate security measures.
7. How long we keep information
We keep personal information only for as long as it is needed for the purpose collected. Our usual periods are:
- general, membership, sponsorship and donation enquiries: up to 24 months after the last meaningful contact, unless they lead to an ongoing relationship;
- membership and volunteer administration records: while the relationship continues and, where needed for disputes or administration, up to six years afterwards;
- donation, sponsorship, accounting and tax records: normally six years after the end of the relevant financial year;
- routine Cloudflare Worker logs: no more than seven days; incident records may be kept longer where necessary;
- website analytics: normally up to 24 months so that we can compare website performance over time; and
- published news, event records and photographs: while they remain relevant to our public or historical record, subject to periodic review.
We may keep information longer where required by law or reasonably needed for safeguarding, fraud prevention, insurance, complaints or legal claims. We may retain information that has been irreversibly anonymised because it no longer identifies anyone.
8. Your rights
Depending on the circumstances, UK data protection law may give you the right to:
- ask for a copy of your personal information;
- have inaccurate or incomplete information corrected;
- ask us to delete or restrict the use of your information;
- object to processing based on legitimate interests;
- receive certain information in a portable format; and
- withdraw consent at any time where consent is the basis we use.
These rights are not absolute and exemptions can apply. To make a request, email info@dorchesterroundtable.co.uk. We may ask for enough information to confirm your identity and locate the relevant records. There is normally no fee.
9. Security
We use proportionate technical and organisational measures to protect personal information, including encrypted connections, access controls, anti-spam checks and limited access for authorised people. No internet service can guarantee absolute security, but we review and respond to suspected incidents.
10. Contact and complaints
Questions, requests and complaints can be sent to info@dorchesterroundtable.co.uk or to Dorchester Round Table Charitable Trust Fund, 3 Monmouth Road, Dorchester, Dorset, DT1 2DE.
To make a data protection complaint, use the subject "Data protection complaint" and explain what you think went wrong, when it happened and the outcome you would like. You may complain for someone else if you are authorised to act for them. We will acknowledge the complaint within 30 days, investigate it without undue delay, keep you appropriately informed and tell you the outcome. We may contact you if we need more information.
You can also complain to the Information Commissioner's Office. Visit ico.org.uk or call 0303 123 1113. We would appreciate the chance to resolve your concern first.
11. Changes to this policy
We review this policy when our activities, providers or legal obligations change. The date at the top shows when it was last updated. Material changes will be highlighted on the website where appropriate.