Privacy Policy
Witterings Community Forum
Last updated: September 2026
Witterings Community Forum respects your privacy and is committed to protecting your personal information. This Privacy Policy explains what information we collect through our website, why we collect it and how we keep it safe.
We only collect personal information that we need to provide our services, respond to enquiries and keep you informed about the work of Witterings Community Forum.
Who we are
Witterings Community Forum is a local community organisation supporting people living in the Witterings and surrounding areas.
For the purposes of UK data protection law, Witterings Community Forum is the data controller responsible for the personal information we collect and use.
If you have any questions about this Privacy Policy or how we use your information, please contact us:
Witterings Community Forum
8 Shore Road
East Wittering
PO20 8DZ
Email: mail@witteringscommunityforum.uk
What information do we collect?
When you use our website, we may collect:
- Your name
- Email address
- Telephone number
- Postal address, where you choose to provide it
- Information contained in messages or enquiries you send to us
- Information you provide when registering for an activity or event
- Information you provide when volunteering with us
- Any other information you voluntarily provide through our website.
Our website uses WPForms to collect information submitted through our online forms.
We do not deliberately collect sensitive personal information through our general contact forms. If you choose to provide information about your health, disability or personal circumstances, we will treat this information carefully and only use it for the purpose for which you provided it.
How do we collect your information?
We may collect information when you:
- Complete a contact or enquiry form on our website
- Contact us by email or telephone
- Register for an activity or event
- Ask us for information, advice or support
- Volunteer with the Forum
- Sign up to receive communications from us.
How do we use your information?
We may use your personal information to:
- Respond to your enquiries
- Provide information, advice or support
- Contact you about a service, activity or event you have requested
- Administer activities and events
- Communicate with volunteers
- Keep appropriate records
- Improve our services
- Meet our legal and safeguarding responsibilities.
We will only use your information for purposes that are relevant to the reason it was provided.
Our lawful basis for using your information
Under UK data protection law, we must have a lawful basis for processing your personal information.
Depending on the circumstances, we may rely on:
Consent – where you have given us permission to use your information for a particular purpose.
Legitimate interests – where using your information is necessary for the proper running of the Forum and provision of our community services, provided this does not unfairly affect your rights.
Contract – where we need your information to provide a service or fulfil an agreement with you.
Legal obligation – where we are required by law to collect or retain information.
Where we need to process sensitive information, we will ensure that an appropriate additional legal basis applies.
Who do we share your information with?
We treat your personal information as confidential.
We will not sell your personal information or share it with other organisations for their marketing purposes.
We may share information where this is necessary to provide a service to you, where you have asked us to do so, where you have given permission, or where we are legally required to do so.
For example, if you ask us to put you in touch with another local organisation or service, we may share the necessary information with them with your permission.
We may also share information where this is necessary to protect someone’s safety or comply with safeguarding or legal requirements.
WPForms
Our website uses WPForms to provide online forms.
Information that you enter into a WPForms form may be stored within our WordPress website and may also be sent to the email address associated with the relevant form.
We use this information only for the purpose for which you provided it.
We recommend that you do not include unnecessary confidential or sensitive information in a general website contact form.
Keeping your information secure
We take reasonable steps to protect your personal information from being lost, misused, accessed without permission or disclosed inappropriately.
Access to personal information is restricted to people who need it for their role.
However, no method of transmitting information over the internet can be guaranteed to be completely secure.
How long do we keep your information?
We only keep personal information for as long as we reasonably need it for the purpose for which it was collected, or for as long as we are legally required to keep it.
Information submitted through website forms will be reviewed periodically and deleted when it is no longer required.
Some information may need to be retained for longer where there is a legal, financial, safeguarding or operational reason to do so.
Your rights
Under UK data protection law, you have rights relating to your personal information.
These may include the right to:
- Ask what personal information we hold about you
- Request a copy of your information
- Ask us to correct inaccurate or incomplete information
- Ask us to delete your information in certain circumstances
- Ask us to restrict how we use your information in certain circumstances
- Object to certain uses of your information
- Withdraw consent where we are relying on consent.
These rights are subject to certain legal exceptions.
If you would like to exercise your rights, please contact us using the details above.
Cookies
Our website may use cookies that are necessary for the website to function properly.
WordPress and website functionality, including WPForms, may use cookies or similar technologies where necessary to provide the service.
We do not currently use third-party advertising or tracking services on the website.
If this changes in the future, we will update this Privacy Policy and, where required, provide appropriate information and obtain consent.
Links to other websites
Our website may contain links to other organisations and services.
Once you leave our website, we are not responsible for how those organisations collect or use your personal information. We recommend reading the privacy policy of any external website you visit.
Children’s information
Our website is not specifically aimed at children and we do not knowingly collect personal information from children unless this is necessary for a particular service or activity and appropriate arrangements are in place.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, website or legal requirements.
The latest version will always be published on our website, with the date of the most recent update shown at the top.
Complaints
If you have concerns about how we have handled your personal information, please contact us first so that we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
Information Commissioner’s Office – Make a complaint
Contact us
If you have any questions about this Privacy Policy or how Witterings Community Forum uses your personal information, please contact:
Witterings Community Forum
8 Shore Road
East Wittering
PO20 8DZ