Privacy Policy
Last updated: December 2025
Who We Are
Abergavenny Rotary Club CIO is committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
For the purposes of data protection law, Abergavenny Rotary Club CIO is the data controller.
Contact Details:
- Email: coordinator@abergavennysteamrally.co.uk
- Post: Abergavenny Rotary Club, C/O Monmouthshire Golf Club, Abergavenny, Monmouthshire NP7 9HE.
- Telephone: 01873 831086
- Charity Registration Number: 1190919
What Information We Collect
We may collect and process the following personal information:
- Contact details: name, postal address, email address, and telephone number
- Donation information: payment details and donation history
- Communication preferences: how you wish to hear from us
- Correspondence: records of your communications with us
- Website usage: information about how you use our website (see Cookies section)
How We Use Your Information
We process your personal data lawfully and only for specific purposes:
With Your Consent
- To send you news, updates, and information about our work
- To invite you to attend our Steam Rally Show
For Legitimate Interests
- To process donations and issue gift aid claims
- To respond to your enquiries and provide supporter care
- To maintain records of our supporters, exhibitors, traders and donors
- To improve our website and services
- To comply with legal and regulatory obligations
You can withdraw your consent at any time by contacting us.
Your Rights
Under UK GDPR, you have the following rights:
- Access: Request a copy of the personal data we hold about you
- Rectification: Ask us to correct inaccurate or incomplete information
- Erasure: Request deletion of your personal data in certain circumstances
- Restriction: Ask us to restrict processing of your data
- Objection: Object to processing based on legitimate interests
- Portability: Receive your data in a portable format
- Withdraw consent: Withdraw previously given consent at any time
To exercise any of these rights, please contact us using the details above.
Data Security
We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to protect it from:
- Unauthorised access or disclosure
- Accidental loss or destruction
- Unlawful processing or alteration
Our security measures are regularly reviewed and updated to ensure best practice standards.
Data Retention
We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including:
- Donation records: 7 years (for financial and tax purposes)
- Marketing preferences: Until you withdraw consent or we no longer have a legitimate reason to retain them
- General correspondence: As long as reasonably necessary
Data Breaches
In the unlikely event of a data breach that poses a risk to your rights, we will notify the Information Commissioner’s Office (ICO) within 72 hours and inform you without undue delay where required by law.
Third-Party Disclosure
We do not sell, trade, or share your personal information with third parties. Your data remains confidential and is used solely by Abergavenny Rotary Club CIO to support our charitable purposes and maintain our relationship with you.
International Transfers
We do not transfer your personal data outside the United Kingdom.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any significant changes will be communicated to you via our website or directly where appropriate.
Cookies
Our website uses cookies to improve your browsing experience. For detailed information about the cookies we use and how to manage them, please see our Cookie Policy [link].
Questions and Complaints
If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at coordinator@abergavennysteamrally.co.uk or write to us at Abergavenny Rotary Club, C/O Monmouthshire Golf Club, Abergavenny, Monmouthshire NP7 9HE.
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
- Website: www.ico.org.uk
- Telephone: 0303 123 1113
- Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF