Privacy Policy


We operate this Privacy Policy because we are committed to safeguarding the privacy of those individuals who provide any of their personal information to us. We have created this Privacy Policy to explain what personal information we may collect about you and how we will use any such personal information. It applies to the information that we collect about:

  • People who support us (including people who make donations or fundraise on our behalf)
  • People who register for our email newsletter

This Privacy Policy applies to anybody who submits their personal data to us in any of the above circumstances (whether it is submitted via our Website, on a paper form, by email, over the telephone, in person or by any other means).

You will ensure that any information you supply to us is accurate and up to date, and inform us if any such information requires updating. You also promise that, if you submit any other person’s details to us, you have that other person’s permission to do so or are otherwise legally permitted to do so.

You have the right to lodge a complaint with the Information Commissioner’s Office if you have any concerns with regard to the way in which we process your personal information.

Who are we?

Copmanthorpe Community Pool is registered charity and community group which has been established to renovate and reopen the local swimming pool.

We are committed to ensuring that all personal information we hold is treated properly and in accordance with applicable data protection legislation. We are not required to register as a data controller with the Information Commissioner’s Office.

People who support us

If you support us, for example make a donation, register to fundraise or sign up for an event, we will usually collect (for use where necessary in connection with our legitimate interests of processing and administering the donation, registration or sign up):

  • Your name
  • Your email address
  • Your postal address

When you make a payment to us, such as a donation, your financial information will not be stored by us.

We will also use your data where necessary for our legitimate interests in:

  • Administering your donation or supporting your fundraising, including processing gift aid;
  • Keeping a record of your relationship with us; and
  • Ensuring we know how you prefer to be contacted.

People who register for our newsletter

You may choose to sign up to our newsletter (for example by registering via our Website). If so, we will use your name and email address to send you newsletters in accordance with your mailing preferences (which can be amended at any time – please see the ‘Your Choices’ section below for further details).

Your choices

You have a choice about being contacted for the following purposes. If you provide us with your consent to do so we will contact you by email, post and/or telephone from time to time as follows:

  • To send you our newsletter.
  • To promote and administer our Fundraising and Volunteering activities.

Where we are processing your information on the basis that we have your consent, you can withdraw your consent at any time (for example, if you no longer want to receive further contact from us in respect of fundraising). This can be done by emailing us via our contact form or via the update your preferences or unsubscribe links in emails. Any such withdrawal will not affect the lawfulness of our processing based on your consent before you withdrew it.

Please note that if you withdraw your consent to us processing your personal information for any of the purposes described above, this may result in us being unable to carry out a relevant action or provide you with any related feedback or response. For example, if you withdraw your consent to us using your personal information in connection with a fundraising activity, we may need to remove any related fundraising webpage that we have set up for you.

Who will we disclose your personal information to?

We may share personal information about you:

  • With third parties who are directly involved in dealing with any request, enquiry or correspondence submitted by you;
  • Where we are legally required to do so;
  • In connection with criminal investigations, legal proceedings or prospective legal proceedings where necessary for our legitimate interests and permitted by law;
  • Where necessary for our legitimate interests in establishing, exercising or defending our legal rights (including providing information to others for the purposes of fraud prevention) and permitted by law; and
  • Where we state or inform you otherwise (e.g. in this policy or on our Website).

Where we engage third parties to process data on our behalf, information is only shared for the purpose of the third party providing services on our behalf. For financial and technical reasons we may, on occasion, decide to use the services of a supplier outside the European Economic Area (EEA), which means that your personal information is transferred, processed and stored outside the EEA. For example we may use third party software for contact us forms, management of our social media accounts, email management and for surveys that we do. However we take steps to ensure that these organisations have in place suitable technical and organisational by confirming they operate in accordance with the EU-U.S. Privacy Shield Framework (further details of which can be accessed via

Your rights

You have a legal right to see a copy of the personal data that we keep about you and to require us to correct any inaccuracies, subject to certain exemptions.  In some circumstances you may also have the right to:

  • Request that we erase any personal data held about you;
  • Restrict our processing of your personal data (for example to ask to suspend the processing of personal information to establish its accuracy or the reasons for processing it);
  • Data portability (i.e. to request the transfer of personal data to a third party); and
  • Object to our processing of your personal data.

Requests in respect of the above should be made in writing via our contact form. Please contact us at the same address if you have any reason to believe that information we hold about you is inaccurate.  We will respond to your request as soon as possible and, in any event, within one month from the date of receiving the request.  Please note that we may, where legally permitted, reject any such request or limit the scope of our response (for example if, in the circumstances, the right does not apply to you).

In accordance with applicable data protection legislation, we follow security procedures in the storage and disclosure of your information.  We may therefore request proof of your identity before complying with any other request of a nature described above.

You will not have to pay a fee to exercise any of your rights described above.

Retention of your data

We keep the information we hold about you for as long as we need it for the purpose we collected it. Should circumstances change that require amendments or deletions of any contact information held by us, it is your responsibility to notify us either in writing or over the telephone as soon as those changes in circumstances occur. Please note that we do not accept changes in details by email.

If you have consented to receiving our newsletter or further contact from us as described above, your relevant personal details will be used by us to provide this to you unless or until: (i) we cease producing our newsletter or making the further contact in respect of which we have obtained your consent; or (ii) you withdraw your consent, following which we will suppress such personal data without delay following the date that (i) we cease producing the newsletter or making the further contact, or (ii) you withdraw your consent (as appropriate).

Following the expiry of the relevant retention period, except where otherwise stated we will securely destroy the information so that you can no longer be identified from it.

Security of your data

We take appropriate measures to ensure that the personal information disclosed to us is kept secure, accurate, and up to date.  We will ensure that your personal information is kept only for so long as is necessary for the purposes for which it was collected and is securely destroyed in accordance with our data retention policy.

Third Party Websites and Services

Our Website may contain links to other websites which are outside our control and are not covered by this Privacy Policy. If you access other websites using the links provided, the operators of those websites may collect personal information from you which will be subject to their respective privacy policies (which you should read). We are not liable for the privacy policies or practices of such third party website operators in respect of your personal information.

You acknowledge that any information that you post using our social media facilities will be viewable by anybody who accesses those facilities and that such information is also subject to the relevant social media provider’s privacy policy.  You are advised to consult each such privacy policy to see how they will use your data.

How will you know if we make any changes to this Privacy Policy?

We may amend this Privacy Policy from time to time. If we make any changes to the way in which we use your personal information we will notify you by posting a notice on our Website’s homepage, by writing to you or by sending you an email. You can view the current version of our Privacy Policy at any time by clicking on the Privacy Policy link on our Website’s homepage.


If you have any questions about this Privacy Policy or our treatment of your personal information, please contact us via our contact form.