Privacy Statement

FOGR Privacy Statement

1. Introduction

The Friends of Great Rollright (referred to as “we,” “us,” or “our” in this notice) is committed to protecting the privacy and security of your personal data.

This privacy notice explains how we collect, store, and use personal data about individuals (parents, guardians, volunteers, supporters) who engage with our PTA.

2. Our Contact Details

As a Data Controller, we are responsible for deciding how we hold and use personal data about you.

  • PTA Name: Friends of Great Rollright
  • Address: FOGR, ℅ Great Rollright CofE Aided Primary School, Church End, Great Rollright, Chipping Norton OX7 5SA
  • Email Contact (for data requests): Greatrollrightfriends@gmail.com

3. The Personal Data We Collect

We may collect, store, and use the following categories of personal data about you:

  • Personal identifiers and contact information: Your name, email address, telephone number(s), and home address (where necessary).
  • Financial information: Payment details, bank details (only where required for specific reasons, e.g., to process a refund or pay a supplier), and Gift Aid declaration information.
  • Event-specific data: Information related to your attendance at events, ticket purchases, or volunteer roles.

4. How and Why We Use Your Data (The Purpose and Lawful Basis)

We only use your personal data when the law allows us to. The table below outlines our typical processing activities, their purpose, and the lawful basis we rely on under the GDPR:

Activity (Purpose)Type of Data Used (not exhaustive)Lawful Basis for Processing
Communication (e.g., sending newsletters, event updates, fundraising appeals)Name, Email, Phone NumberConsent (You actively sign up/opt-in to our communications).
Event Management (e.g., selling tickets, managing attendee lists, running raffles)Name, Email, Phone NumberLegitimate Interests (Managing and running PTA activities for the benefit of the school and its pupils).
Volunteer Coordination (e.g., contacting you about rota slots)Name, Contact Info, Role preferenceLegitimate Interests (Coordinating volunteers for specific activities).
Financial/Accounting Records (e.g., Gift Aid claims, payments)Name, Address, Financial detailsLegal Obligation (Complying with charity/tax law).

Note on Consent: Where we rely on Consent, you have the right to withdraw that consent at any time.

5. Data Retention (How Long We Keep Your Data)

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

  • General Communications Data (Consent): We will keep this data until you withdraw consent or for a maximum of 3 months after your child leaves the school, whichever is sooner.
  • Event-Specific Data: Data related to a specific event (e.g., raffle entries, attendee lists) will be securely destroyed 3 months of the event conclusion. Non-personal information relating to specific events will be kept for longer to support future events.
  • Volunteer Coordination: Data related to a specific event (e.g., raffle entries, attendee lists) will be securely destroyed 3 months of the event conclusion.
  • Financial Records (Legal Obligation): Financial records, including Gift Aid forms, are retained for 6 years, plus the current year, to comply with financial and charity laws.

6. Sharing Your Data

We will not share your personal data with third parties unless we are legally required to do so, or if it is necessary to fulfil a service with your knowledge.

  • The School: We do not routinely share our personal data lists with the school unless a specific data-sharing agreement is in place for an agreed purpose (e.g., a joint event).
  • Third-Party Providers: We may share minimal necessary data with trusted third parties to run our activities, such as:
    • Online ticket/event management platforms.
    • Payment processors (e.g. SumUp)
    • Online communication tools (e.g. WhatsApp communication groups)

We ensure that all third parties are also compliant with GDPR.

7. Your Rights

Under data protection law, you have specific rights, including the right to:

  • Be Informed: Be informed about how we use your data (as set out in this notice).
  • Access: Request a copy of the personal data we hold about you.
  • Rectification: Ask us to correct inaccurate or incomplete data we hold about you.
  • Erasure (Right to be forgotten): Ask us to delete your personal data.
  • Restrict Processing: Ask us to limit the way we use your data.
  • Object to Processing: Object to our use of your data (e.g., for direct marketing).
  • Data Portability: Request that we transfer the data you gave us to another organisation.
  • Withdraw Consent: Withdraw your consent where we are relying on it to process your data.

To exercise any of these rights, please contact the PTA GDPR Lead using the details in Section 2.

8. Making a Complaint

If you have any concerns about our use of your personal data, you can make a complaint to the PTA GDPR Lead at first instance.

You also have the right to complain to the supervisory authority for data protection in the UK, which is the Information Commissioner’s Office (ICO).

  • ICO website: www.ico.org.uk
  • ICO helpline: 0303 123 1113