Data Protection Policy


  1. Introduction

This Policy explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.

We take your data very seriously and so will continue to review our activities in this area and update the policy as necessary. We’ll notify you of any significant changes, or you can visit this page to see our policy at any time

What does the law say?

The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:


In specific situations, we can collect and process your data with your consent. For example, if you are not a member, but wish to receive email newsletters.

Contractual obligations

In certain circumstances, we need your personal data to comply with our contractual obligations. For example, if you join us as members, we need to gather information about your areas of operation in order to support your work in the sector. In order to deliver our membership service to you or to enable you to attend an event we will need to contact you to ensure that this obligation can be fulfilled.

Legal compliance

If the law requires us to, we may need to collect and process your data. 

For example, we can pass on details of people involved in fraud or other criminal activity affecting CMPP to law enforcement.

Legitimate interest

In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our organisation and which does not materially impact your rights, freedom or interests.

For example, we will may write to you to inform you of sector news and events that we feel would be of interest to you.

When do we collect your personal data?

We will collect your personal data in a number of ways including, but not limited to:

  • When you sign up for a newsletter.
  • When you join us as members.
  • When you attend any of our networking events
  • When you engage with us on social media.
  • When you visit our website.
  • When you contact us by any means with questions, information requests etc.
  • When you’ve given a third party permission to share with us the information they hold about you.

We will ensure that this information is processed in a lawful manner and is only used for relevant and necessary purposes.

What sort of personal data do we collect?

If you are one of our members: your name, organisational address, provided positions and email addresses, telephone number, payment information, areas of operation and submitted member profile.

For non-members we will only collect: your name, organisational address, provided positions and email addresses, telephone number

How and why do we use your personal data?

We want to bring local businesses and community groups together to promote community cohesion and raise aspirations of the younger members of our society.  We will therefore use your data in order to contact you with information about relevant activities promoting such endeavours.

If you are not a member but choose to sign up to our communications, then we will also contact you. Of course, you are free to opt out of hearing from us by any of these channels at any time either by unsubscribing.

We may use your data to send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, updates to this policy. These service messages will not include any promotional content and do not require prior consent when sent by email or text message. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations.

We may also use your data to comply with legal obligations or to carry out fraud/credit checks as necessary to protect our organisation.

To send you survey and feedback requests to help guide and improve our work in the community. For members we will do this as part of providing our service to you. For non-members we will ask your consent before contacting you

We will only share your data with third parties with permission and if we are working with them to deliver services or events and only if it is absolutely essential in order to allow you to attend that event. We will ensure that your data is kept secure and take all appropriate steps to protect it.

We will put in a place a range of measures and data security protocols to ensure that your data is kept safe and secure.

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected. If you have signed up to receive email communications from CMPP, you will continue to receive these until you actively unsubscribe.

Who do we share your personal data with?

We will sometimes share your personal data with trusted third parties, if we have your permission to do so. We will tell you who these third parties are if we are sharing personal data with them. These may include, for example, event partners, contractors working with CMPP to deliver our services.

Here’s the policy we apply to those organisations to keep your data safe and protect your privacy:

  • We provide only the information they need to perform their specific services.
  • They may only use your data for the exact purposes we specify in our contract with them.
  • We work closely with them to ensure that your privacy is respected and protected at all times.

Examples of the kind of third parties we work with are:

  • IT companies who support our website and other business systems.
  • For fraud management, we may share information about fraudulent or potentially fraudulent activity in our premises or systems. This may include sharing data about individuals with law enforcement bodies.
  • We may also be required to disclose your personal data to the police or other enforcement, regulatory or Government body, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and take the privacy of our members into consideration.

What are your rights over your personal data?

You have the right to request:

Access to the personal data we hold about you, free of charge in most cases.

The correction of your personal data when incorrect, out of date or incomplete.

That we stop using your personal data for direct marketing (either through specific channels, or all channels).

That we stop any consent-based processing of your personal data after you withdraw that consent.

You have the right to request a copy of any information about you that Community Matters Partnership Project holds at any time, and also to have that information corrected if it is inaccurate. To ask for your information, please contact Data Protection Officer, c/o

If we choose not to action your request we will explain to you the reasons for our refusal.

Your right to withdraw consent

Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.

Where we rely on our legitimate interest

In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.

Data Protection Officer

 We will nominate a DPO.  At time of writing this is Karen Gilbert.  Contact via 

Checking your identity

To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

How can you stop the use of your personal data for direct marketing?

Contact CMPP by email to let us know you no longer want us to contact you or hold your data and we will ensure your data is erased from all our systems.

Data Security

We will do our utmost to ensure your data is secure at all times.

Most data will be held on the servers of Farnborough Sixth Form College and will be subject to their IT security policies and procedures.

We will ensure that any external providers (such as MailChimp) who have access to our data are GDPR compliant.

We will password protect and limit access to databases where appropriate.

Contacting the Regulator

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

You can contact them by calling 0303 123 1113.

Or go online to (opens in a new window; please note we can't be responsible for the content of external websites)

If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence. Details can be found in Section 16.


Published 11 December 2018

Updated: 12 March 2019

Author: Tracy Jarvis


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