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