Privacy Policy

Website: cumbriadeaf.org.uk
Organisation: Cumbria Deaf Association
Effective Date: 25 April 2026
Review Date: 1 April 2028

1. Introduction

Cumbria Deaf Association (“CDA”, “we”, “us”, or “our”) is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store, protect and share personal information when you use our website cumbriadeaf.org.uk, contact us, donate, volunteer, use our services, or otherwise interact with us.

We process personal information in accordance with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Privacy and Electronic Communications Regulations (PECR), where applicable

By using this website, you agree to the terms of this Privacy Policy.

2. Who We Are

Cumbria Deaf Association is a registered charity providing support and services to deaf and hard of hearing people.

Contact details

Cumbria Deaf Association
Email: office@cumbriadeaf.org.uk
Website: cumbriadeaf.org.uk

For any privacy queries or requests relating to your personal data, please contact us using the details above.

3. Information We Collect

We may collect and process the following information:

Information you provide directly

This may include:

• Name
• Postal address
• Email address
• Telephone number
• Donation details
• Gift Aid declarations
• Volunteer applications
• Employment information
• Emergency contact details
• Information submitted through website forms
• Service enquiries
• Event registrations
• Photographs, videos or media content where consent is given
• Safeguarding information where required

Information collected automatically

When visiting our website we may automatically collect:

• IP address
• Browser type and version
• Device information
• Pages visited
• Time spent on pages
• Referral information
• Cookie and analytics data

4. How We Use Your Information

We use personal information to:

• Respond to enquiries
• Deliver charitable services
• Manage volunteers and staff
• Process donations
• Administer Gift Aid claims
• Maintain financial records
• Provide updates about services or activities
• Organise events
• Promote charity activities where consent has been provided
• Meet safeguarding responsibilities
• Comply with legal and regulatory obligations
• Improve website performance and user experience

We only collect information that is necessary for legitimate charity activities.

5. Lawful Basis for Processing

Under UK GDPR we process personal information using one or more lawful bases:

Consent

Examples include:

• Newsletter subscriptions
• Marketing communications
• Use of photographs or videos
• Optional website forms

You may withdraw consent at any time.

Legitimate Interests

We may process information where necessary to:

• Operate the charity
• Deliver services
• Communicate with supporters
• Maintain records
• Improve our website and activities

Legal Obligation

We may process data to comply with legal requirements including:

• Charity law
• Employment law
• HMRC obligations
• Safeguarding responsibilities

Contract

Where processing is necessary to fulfil:

• Employment agreements
• Volunteer arrangements
• Service provision

Vital Interests

In limited circumstances where necessary to protect someone’s safety or wellbeing.

For special category information, including health or safeguarding information, additional protections required by law are applied.

6. Cookies and Website Analytics

Our website may use cookies and similar technologies.

Cookies help us:

• Maintain website functionality
• Understand visitor behaviour
• Improve services
• Monitor website performance

You may disable cookies through your browser settings; however, some website features may not function correctly.

Where required by law, consent will be requested before non-essential cookies are used.

If analytics tools are used (for example website statistics services), anonymised information may be collected.

7. Contact Forms and Communications

If you contact us through our website, email, telephone, or online forms:

• You do so voluntarily
• Information provided will only be used for responding to your enquiry or delivering relevant services
• Data is stored securely
• Information will not be sold or shared for marketing purposes

Please avoid sending sensitive information unless necessary.

8. Sharing Your Information

We do not sell personal information.

We may share information with trusted third parties where necessary, including:

• HM Revenue & Customs (HMRC) for Gift Aid
• Banks and payment processors
• IT providers
• Cloud storage providers
• Website hosting providers
• Professional advisers
• Regulators, law enforcement agencies or legal authorities where required

All third parties handling data on our behalf are expected to comply with data protection laws and maintain appropriate security measures.

9. Photographs, Videos and Media

Photographs and videos may be used:

• On this website
• In newsletters
• Social media
• Publicity materials
• Promotional campaigns

Where required, consent forms will be completed before use.

Consent may be withdrawn at any time by contacting:

office@cumbriadeaf.org.uk

Withdrawal will apply to future use where reasonably possible.

10. Data Security

We take appropriate technical and organisational measures to protect personal information including:

• Password-protected systems
• Secure cloud storage
• Restricted access controls
• Confidential document disposal procedures
• Staff and volunteer awareness training
• Secure handling of records

Although we take reasonable precautions, no internet transmission can be guaranteed as completely secure.

11. Data Retention

We retain personal information only for as long as necessary.

Typical retention periods include:

Data no longer required will be securely deleted, anonymised or destroyed.

12. Your Rights

Under UK GDPR you have the right to:

• Access your personal information
• Request correction of inaccurate information
• Request deletion of information
• Restrict processing
• Object to marketing communications
• Withdraw consent
• Request data portability where applicable
• Lodge a complaint

Requests should be sent to:

office@cumbriadeaf.org.uk

We aim to respond within the timescales required by law.

13. Complaints

If you are unhappy with how your information has been handled, please contact us first.

You also have the right to complain to:

Information Commissioner’s Office (ICO)

Website: https://www.ico.org.uk

Telephone: 0303 123 1113

14. External Links

Our website may contain links to external websites.

We are not responsible for the privacy practices, content, or security of third-party websites. Users should review the privacy policies of any external sites they visit.

15. Data Breaches

Any suspected personal data breach is investigated promptly.

Where required by law, serious breaches may be reported to the Information Commissioner’s Office within the required reporting period.

16. Changes to this Privacy Policy

We may update this Privacy Policy periodically.

Updates will be published on this page and become effective immediately unless otherwise stated.

Users are encouraged to review this page regularly.