Privacy policy
Last updated: 19 January 2026
This privacy policy explains how we collect and use personal information when you use this website.
This website is run by the Underriver Village Association (we, us, our). We are the “data controller” for the personal information described in this policy. We follow the UK GDPR and the Data Protection Act 2018.
What we collect
We may collect and store:
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Contact details you provide, such as your name, email address, phone number
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Your message and any attachments you send to us (including hall booking forms you email in)
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Newsletter details, such as your email address and subscription preferences
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Basic technical data, such as IP address, browser type, and pages visited (only if analytics tools are enabled)
How we use your information
We use your personal information to:
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Reply to general enquiries
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Manage hall bookings and booking-related communications
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Send the monthly email/newsletter and important updates if you subscribe
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Publish community information you submit (only where appropriate, and usually with your permission)
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Maintain the security and performance of the website
Our lawful basis
UK data protection law requires us to have a lawful basis for using personal data. The most common bases we rely on are:
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Consent: for newsletter subscriptions (and any optional marketing-style updates)
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Legitimate interests: to respond to enquiries and run day-to-day community communications, provided this does not override your rights
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Contract: where processing is needed to manage a hall hire arrangement you request
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Legal obligation: where we must keep certain records (for example, for accounting)
Who we share information with
We do not sell your personal information.
We may share limited information with service providers who help us run the website and communications, such as:
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Website hosting and website support providers
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Email and newsletter providers
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Form or spam-protection services (if a contact form is enabled)
These providers are only allowed to process your information for the services they provide to us.
How long we keep it
We only keep personal information for as long as we need it for the purpose it was collected.
Typical retention periods:
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Enquiries: kept long enough to respond and manage follow-up, then deleted or anonymised
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Newsletter subscriptions: kept until you unsubscribe
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Hall booking records: kept for a reasonable period to manage bookings and any related queries, and longer where we must keep records for legal or accounting reasons
Your rights
You have rights over your personal information, including the right to be informed, access, rectification, erasure, restriction, objection, and (in some cases) data portability.
To exercise your rights, contact us using the details below.
Security
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, or disclosure. No website or email system is completely secure, so please avoid sending sensitive information unless necessary.
Cookies
We may use cookies that are essential for the website to work. If we use optional cookies (such as analytics), we will provide a cookie notice and a way to manage your preferences.
Contact us
For privacy questions or requests, contact:
Underriver Village Association
Email: uvasecretary@hotmail.co.uk
Complaints
If you are unhappy with how we have handled your personal information, you can complain to the UK data protection regulator, the Information Commissioner’s Office (ICO).