PRIVACY POLICY

Effective Date: 19/03/2025
Last Updated: 19/03/2025

This Privacy Policy explains how Luton, Dunstable & Surrounding Kenya Community Forum ("we", "us", "our") collects, uses, stores, and protects personal information provided by users ("you", "your") when interacting with our website, services, or communications.

We are committed to protecting your privacy and handling your personal data with transparency, responsibility, and in accordance with applicable UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Luton, Dunstable & Surrounding Kenya Community Forum is a UK-based, volunteer-led community initiative created to connect, empower, and support Kenyans living in Luton, Dunstable, and nearby areas through events, discussions, networking, and cultural exchange.

2. Scope of This Policy

This Privacy Policy applies to the use of:

  • Our website (community forum, event pages, and public content)

  • Contact forms or enquiry submissions

  • Email communications and newsletters

  • Social media links or integrations (Facebook, WhatsApp, etc.)

  • Event registration forms (e.g. Google Forms or Eventbrite)

We do not operate a user login or member portal. All user interactions are on a voluntary, open-access basis unless otherwise specified.

3. Information We Collect

Although we do not require account registration, we may collect limited personal data in the following ways:

A. Information You Voluntarily Provide

  • Contact Forms: name, email, phone number, subject, and message

  • Event Registration: name, email, phone number, location, preferences

  • Newsletter Subscription: email address

  • Community Surveys or Polls: optional responses, feedback, demographics

  • Email Correspondence: responses to our communications or inquiries

  • Media Submissions: if you contribute photos, articles, or comments

We ask that you do not submit sensitive personal data (e.g., medical, financial, or legal information) via public or informal channels.

B. Automatically Collected Information

When you browse our website, we may automatically collect:

  • Your IP address

  • Browser type and device type

  • Operating system and version

  • Date and time of access

  • Pages viewed and time spent on pages

  • Referring site or search engine

This information helps us understand how visitors use our website and improve our services.

C. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Improve website performance and usability

  • Understand user behaviour through website analytics

  • Support embedded content (e.g., YouTube, Google Maps)

You can disable cookies in your browser settings. Note that some features may not function properly without them.

4. How We Use Your Information

We use the information we collect for the following purposes:

  • To respond to inquiries and feedback

  • To communicate information about events, updates, or announcements

  • To register participants for events and community initiatives

  • To manage email newsletter subscriptions

  • To improve website content, functionality, and user experience

  • To ensure security and prevent spam or misuse of our forms

  • To comply with applicable legal or regulatory obligations

We process data only when we have a lawful basis to do so under the UK GDPR — including consent, legitimate interest, or compliance with legal obligations.

5. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information to any third parties. However, we may share data:

  • With trusted third-party service providers (e.g., website host, email provider) strictly for operational purposes

  • With platforms used for event registrations (e.g., Eventbrite, Google Forms)

  • If required by UK law, regulation, or in response to legal requests

  • With volunteers, moderators, or event organisers strictly on a need-to-know basis and under confidentiality agreements

We ensure that any third parties we work with comply with applicable data protection laws and only process data per our instructions.

6. Email Communications and Consent

If you sign up for newsletters, event updates, or community alerts:

  • You consent to receive emails from us related to forum activities, updates, and news

  • You can unsubscribe at any time by clicking the “unsubscribe” link in any email or by contacting us directly

We do not send unsolicited marketing or unrelated communications.

7. Data Security

We take appropriate security measures to protect your personal data, including:

  • SSL encryption for secure data transmission

  • Spam protection and form security (e.g., CAPTCHA)

  • Restricted access to backend systems

  • Secure third-party tools with data processing agreements (e.g., Google, Mailchimp)

While we strive to ensure the highest level of data protection, no system can be 100% secure. Users are encouraged to avoid sharing sensitive personal data on public pages or forms.

8. Data Retention

We retain personal data only for as long as necessary to fulfill the purpose for which it was collected, or as required by law.

Examples:

  • Event registration data: retained for event coordination and follow-up only

  • Contact form submissions: retained for up to 12 months for accountability

  • Email addresses for newsletters: retained until you unsubscribe

  • Analytics and site usage data: anonymised and retained for internal use

9. Your Data Rights

Under the UK GDPR, you have the following rights regarding your personal data:

  • Right to access – request a copy of your personal data

  • Right to rectification – request correction of inaccurate or incomplete data

  • Right to erasure – request deletion of your data ("right to be forgotten")

  • Right to restrict processing – request temporary pause of data use

  • Right to object – object to data use under legitimate interest

  • Right to withdraw consent – for any processing based on your consent

  • Right to complain – to the Information Commissioner’s Office (ICO)

To exercise your rights, contact us using the details below.

10. Third-Party Services and Links

Our website may contain links to third-party websites, such as:

  • Social media platforms (e.g., Facebook, WhatsApp groups)

  • Event platforms (e.g., Eventbrite, Google Forms)

  • Embedded content (e.g., YouTube videos)

We are not responsible for the content, privacy policies, or practices of third-party websites. We recommend reviewing their privacy policies before providing any personal data.

11. Children’s Privacy

Our website and activities are intended for individuals aged 16 and above. If you believe a child under 16 has submitted personal data without proper consent, please contact us so we can remove the data.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will:

  • Post the updated version on this page

  • Update the "Last Updated" date above

  • Notify users via email or website banner if the changes are significant

We encourage users to review this policy periodically to stay informed.

13. Contact Us

If you have any questions, requests, or concerns about this Privacy Policy or how your data is handled, please contact us:

Email: info@ldskcf.org.uk