Banbury Community Action Group understands its responsibilities under the Data Protection Act 2018 to ensure that personal data is stored securely, kept no longer than necessary, and stored and used only for the purpose for which it was collected. This policy sets out how we fulfil these responsibilities.
Banbury Community Action Group functions as a collection of various projects and activities. They are united by a common desire to offer opportunities to take practical action, for environmental action and against climate change, and to become better informed about these subjects. But operate largely independently. Since everyone involved in Banbury Community Action Group has complete freedom to be involved in any way they wish, this is also the starting point for the collection and storage of private data. This means:
- We will have no data about you which you have not given to us.
- It will be unusual for this information to be anything beyond an e-mail address.
- We have an e-mail Circulation List which we use to inform you of events which are being run by the Banbury Community Action Group, and occasionally events organised by other groups in which you may be interested – and for no other purpose.
- You can unsubscribe yourself from the e-mail circulation list at any time.
- Only selected Banbury Community Action Group committee members have access to this Circulation List. If you wish to check which individuals these are, please contact us directly or ask your project/activity leader. Access to this Circulation List is password protected.
- Volunteers who take a lead on a certain project or activity may ask you if you are willing to let them have certain additional details. This will be for a specific purpose, for example to inform people who have volunteered for an activity the date and time it will take place, or to organise a rota for a stall.
- We will never pass on any of your data to anyone else without your permission. Where permission is requested it will be for a specific reason – for example, for one volunteer to pass your phone number onto another volunteer to help to plan an activity.
- Any data we hold is stored securely – either on a password-protected electronic device or behind a locked door (or both).
- We do not keep any formal records of who is, or has been, involved in particular activities or projects. Where a project or activity is likely to repeat, leaders of particular projects or activities may informally (but securely) keep records of who might have a continued interest. This will not happen without discussion with you, and project or activity leaders will not add details to any such list without your permission.
- Please check with the person leading your project or activity if you want to check what data they hold, and how they store it.
- We often take photographs at events which may be used in publicity. Notices will be displayed at the event informing you of this and what to do if you do not wish to be photographed. If the activity involves a small number of people you may simply be asked directly if you are willing to be part of photographs. We will never take photographs including children without the explicit permission of the adult responsible for them.
- If you are no longer able or willing to take part in a particular activity, or in Banbury Community Action Group, and want to be sure that we no longer have data about you, please let us know. Anyone who has personal information related to Banbury Community Action Group will periodically check that they are not holding information on people they know to be no longer actively involved. If you are on our e-mail circulation list but not involved in any project, then please let us know if you wish to be removed from the e-mail circulation list.
- In the highly unlikely event of a data breach, we will investigate how it happened and amend our procedures to prevent it recurring in the future. In the event that particularly sensitive data is shared, lost or modified without permission, we will follow our legal obligations and notify the Information Commissioners’ Office (ICO) and the individual(s) concerned. We are in fact highly unlikely to hold any such sensitive data.
Updated Sep 2026