Privacy notice

Who we are

The Haughley and Wetherden Twinning Association ("the Association", "we", "us") is an unincorporated community association based in Haughley and Wetherden, Suffolk. We are twinned with Noyelles-lès-Seclin in the Nord department of France.

For the purposes of UK data protection law, the Association is the data controller for the personal information described in this notice.

Contact: Richard Standen, Chair — richardstanden@gmail.com

If you have a question about how we handle your information, or you want to exercise any of the rights set out below, that is the address to use.

What information we collect

When you apply to join, through the form on this website:

• your name
• your email address
• your telephone number, if you choose to give it
• the village or postcode you live in
• whether you would consider hosting a visitor from Noyelles-lès-Seclin
• your level of French, if you choose to tell us
• which activities you are interested in
• how you heard about us
• whether you consent to receive our email updates

When you are a member, we additionally hold a record of your membership subscription payments. Payments are made by bank transfer or standing order directly to the Association's account — we never see or store your card details, and this website does not process payments.

When you take part in an exchange visit, we may collect additional information necessary to organise it, such as dietary requirements, mobility needs and emergency contact details. We will tell you at the time exactly what we need and why.

When you use this website, we do not use advertising cookies and we do not track you across other websites.

Why we use it, and our lawful basis

What we do	Why	Lawful basis
Process your membership application and administer your membership	To provide the membership you asked for	Performance of a contract with you
Keep membership and subscription records	To run the Association and account for its funds properly	Legitimate interests, and our legal obligations around financial records
Contact you about the practical running of the Association — subscription reminders, AGM notices, changes to an event you signed up for	These are things a member needs to know	Legitimate interests
Send you our newsletter and news of upcoming events	To keep members and supporters involved	Your consent
Organise exchange visits, including sharing necessary details with host families and our partner association in France	To make the visit happen	Performance of a contract with you, and your consent for any sensitive details such as health or dietary needs
Publish photographs of our events	To record and promote the Association's activities	Legitimate interests — see our separate Photo Policy

Where we rely on consent, you can withdraw it at any time and we will stop. Withdrawing consent for our newsletter does not end your membership, and it does not affect anything we did before you withdrew it.

Where we rely on legitimate interests, we have considered whether our interest in running the Association is outweighed by your rights, and we think it is not. You have the right to object, and you can tell us so at the address above.

Who we share it with

We do not sell your information, and we do not share it for anyone else's marketing.

We share it only:

• With our service providers, who process it on our instructions and are not permitted to use it for their own purposes:
  • Supabase — hosts the database holding membership records
  • Resend — sends the emails we send you
  • Vercel — hosts this website
• With our partner association in Noyelles-lès-Seclin and with host families, where you are taking part in an exchange visit and only so far as is necessary to organise it. We will tell you before we do this.
• Where the law requires it.

Some of these providers may process data outside the UK. Where they do, that transfer is covered by the safeguards UK data protection law requires.

How long we keep it

• Membership records: for as long as you are a member, and for two years afterwards, so we can answer questions about your membership and get in touch if you want to rejoin.
• Financial records of subscriptions: for six years, as required for the Association's accounts.
• Applications that do not become memberships: for twelve months.
• Newsletter sign-ups: until you unsubscribe.
• Exchange visit details, including emergency contacts and any health or dietary information: deleted within three months of the visit ending.
• Photographs: see the Photo Policy.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you
• have it corrected if it is wrong
• have it deleted, where we have no continuing reason to hold it
• object to our use of it, where we rely on legitimate interests
• ask us to restrict how we use it while a query is resolved
• withdraw consent at any time, where consent is what we rely on
• ask for your information in a portable format

Write to richardstanden@gmail.com and we will respond within one month. There is no charge.

Complaints

If you are unhappy with how we have handled your information, please tell us first — we would rather put it right. You also have the right to complain to the Information Commissioner's Office:

Information Commissioner's Office Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF 0303 123 1113 — ico.org.uk/make-a-complaint

Changes to this notice

If we change how we use your information we will update this page and, where the change is significant, tell members directly. The version and date are at the top.