PRIVACY POLICY
Last Updated: 18 December 2025
1. INTRODUCTION
1.1 Who We Are
This Privacy Policy explains how MANYU SOLIDARITY LIMITED (referred to as “we”, “us”, “our”, “Manyu Solidarity Group”, or “the Company”) collects, uses, stores, and protects your personal information.
Company Details:
MANYU SOLIDARITY LIMITED
Company Number: 15334597
Registered Office: 18 Firs Drive, Harrogate, England, HG2 9HB
Email: info@manyusolidaritygroup.org
Telephone: +44 7899 980426
Website: manyusolidaritygroup.org
1.2 Our Commitment to Privacy
We are committed to protecting your privacy and ensuring your personal data is handled responsibly and in accordance with:
- UK General Data Protection Regulation (UK GDPR)
- Data Protection Act 2018
- Privacy and Electronic Communications Regulations (PECR) 2003
1.3 Scope of This Policy
This Privacy Policy applies to:
- All visitors to our website
- Members of Manyu Solidarity Group
- Event attendees
- Donors and supporters
- Anyone who interacts with our services
1.4 Your Rights
You have important rights regarding your personal data. This policy explains these rights and how to exercise them.
2. DATA CONTROLLER
MANYU SOLIDARITY LIMITED is the data controller responsible for your personal information. If you have any questions about how we handle your data, please contact:
Data Protection Contact:
Email: info@manyusolidaritygroup.org
Postal Address: 18 Firs Drive, Harrogate, England, HG2 9HB
Telephone: +44 7899 980426
3. INFORMATION WE COLLECT
3.1 Information You Provide Directly
We collect information you voluntarily provide when you:
Register for Membership:
- Full name
- Email address
- Telephone number
- Postal address
- Emergency contact details
- Village/clan of origin (optional)
- Relationship to Manyu community
Make Donations:
- Name
- Email address
- Payment information (processed securely by third-party payment providers)
- Gift Aid declarations (if applicable)
Book Event Tickets:
- Name
- Email address
- Telephone number
- Dietary requirements or accessibility needs
- Number of attendees
Contact Us:
- Name
- Email address
- Telephone number
- Message content
- Any other information you choose to provide
Apply for Bereavement Support:
- Membership details
- Deceased person’s information
- Relationship to deceased
- Death certificate and supporting documents
- Bank details for payment processing
3.2 Information Collected Automatically
When you visit our website, we automatically collect:
Technical Information:
- IP address
- Browser type and version
- Operating system
- Device type
- Time zone setting
- Browser plug-in types and versions
Usage Information:
- Pages visited
- Time spent on pages
- Links clicked
- Referring website
- Date and time of visits
3.3 Information from Third Parties
We may receive information from:
- Payment processors (Stripe, PayPal, etc.) regarding transaction status
- Social media platforms if you interact with our pages
- Event management platforms for ticket bookings
- Email marketing services for newsletter engagement data
3.4 Sensitive Personal Data
We may collect special category data (sensitive personal information) only when necessary and with your explicit consent:
- Ethnic origin (for cultural heritage documentation)
- Health information (for accessibility requirements at events)
- Religious beliefs (for appropriate event planning)
We process this data with extra care and implement additional security measures.
4. HOW WE USE YOUR INFORMATION
4.1 Legal Bases for Processing
We process your personal data under the following legal bases:
Consent:
- Newsletter subscriptions
- Marketing communications
- Photography/videography at events
- Optional demographic surveys
Contract:
- Processing membership applications
- Providing membership benefits
- Processing bereavement support claims
- Event ticket fulfillment
Legitimate Interests:
- Improving our website and services
- Understanding our community demographics
- Preventing fraud and ensuring security
- Internal administrative purposes
Legal Obligation:
- Complying with tax regulations
- Responding to legal requests
- Financial record-keeping
- Gift Aid administration
4.2 Purposes of Processing
We use your personal information to:
Membership Management:
- Process membership applications and renewals
- Provide access to member benefits
- Communicate important membership updates
- Manage the bereavement support fund
Event Management:
- Process event registrations and ticket sales
- Send event confirmations and reminders
- Manage attendee lists and dietary requirements
- Provide event updates and changes
Communications:
- Send newsletters and updates (with consent)
- Respond to inquiries and support requests
- Share cultural and educational content
- Notify you of relevant events and programmes
Financial Administration:
- Process donations and payments
- Issue receipts and acknowledgments
- Claim Gift Aid (where applicable)
- Maintain financial records
Website Improvement:
- Analyze website usage patterns
- Improve user experience
- Identify technical issues
- Enhance content and features
Community Support:
- Administer bereavement support claims
- Coordinate community assistance programmes
- Connect members with relevant resources
5. DATA SHARING AND DISCLOSURE
5.1 Who We Share Data With
We may share your personal information with:
Service Providers:
- Website hosting providers (for site operation)
- Payment processors (Stripe, PayPal for secure transactions)
- Email marketing services (Mailchimp, etc. for newsletters)
- Event management platforms (Eventbrite, etc. for ticket sales)
- Cloud storage providers (for secure data backup)
Legal and Regulatory Authorities:
- Law enforcement (when legally required)
- Courts and tribunals
- Tax authorities (HMRC for Gift Aid)
- Regulatory bodies
Third Parties with Your Consent:
- Photographers/videographers at events (with opt-out options)
- Partner organizations for joint events
- Other members (limited directory information with consent)
5.2 International Transfers
Some of our service providers may process data outside the UK/EEA. When this occurs, we ensure:
- Adequate safeguards are in place (Standard Contractual Clauses)
- The country has an adequacy decision from the UK government
- We have your explicit consent for the transfer
5.3 What We Don’t Do
We will NEVER:
- Sell your personal data to third parties
- Share your data with marketers without consent
- Use your data for purposes incompatible with this policy
- Transfer data without appropriate safeguards
6. DATA RETENTION
6.1 How Long We Keep Your Data
We retain personal data only as long as necessary for the purposes outlined in this policy:
Active Members:
- Retained while membership is active plus 7 years after membership ends (for financial and legal compliance)
Lapsed Members:
- Retained for 7 years after membership lapses (for financial records and potential re-enrollment)
Event Attendees:
- Retained for 3 years after event date (for future event planning and communications)
Donors:
- Retained for 7 years (HMRC requirement for Gift Aid claims)
Bereavement Claims:
- Retained for 10 years (for audit and legal compliance)
Website Analytics:
- Anonymized data retained indefinitely
- Identifiable data retained for 26 months
Marketing Contacts:
- Retained until you withdraw consent or we determine the data is no longer relevant
6.2 Deletion and Anonymization
After retention periods expire, we will:
- Securely delete or anonymize your data
- Remove identifiable information from backups
- Ensure data cannot be reconstructed
7. DATA SECURITY
7.1 Security Measures
We implement appropriate technical and organizational measures to protect your data:
Technical Measures:
- SSL/TLS encryption for data transmission
- Encrypted storage for sensitive data
- Secure password policies
- Regular software updates and patches
- Firewall protection
- Regular security audits
Organizational Measures:
- Access controls (need-to-know basis)
- Staff training on data protection
- Confidentiality agreements with staff and contractors
- Regular security policy reviews
- Incident response procedures
7.2 Payment Security
We do NOT store complete payment card details on our servers. All payment processing is handled by PCI-DSS compliant third-party providers (Stripe, PayPal) who maintain the highest security standards.
7.3 Data Breach Notification
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
- We will inform affected individuals without undue delay
- We will take immediate action to contain and remedy the breach
8. YOUR RIGHTS UNDER UK GDPR
8.1 Right of Access
You have the right to request a copy of the personal data we hold about you. We will provide this free of charge within one month of your request.
8.2 Right to Rectification
You can request correction of inaccurate or incomplete personal data. We will update your information promptly.
8.3 Right to Erasure (“Right to be Forgotten”)
You can request deletion of your personal data when:
- It’s no longer necessary for the purposes collected
- You withdraw consent (where consent was the legal basis)
- You object to processing and there are no overriding legitimate grounds
- We processed data unlawfully
- Legal obligation requires erasure
Exceptions: We may retain data if required by law (e.g., financial records for tax purposes).
8.4 Right to Restriction of Processing
You can request we stop processing your data (but not delete it) when:
- You contest the accuracy of the data
- Processing is unlawful but you don’t want erasure
- We no longer need the data, but you need it for legal claims
- You’ve objected to processing pending verification of legitimate grounds
8.5 Right to Data Portability
You can request your data in a structured, commonly used, machine-readable format and transmit it to another controller.
8.6 Right to Object
You have the right to object to:
- Processing based on legitimate interests
- Direct marketing (including profiling)
- Processing for research/statistical purposes
8.7 Rights Related to Automated Decision-Making
We do not use automated decision-making or profiling that produces legal effects or similarly significantly affects you.
8.8 How to Exercise Your Rights
To exercise any of these rights, contact us at:
We will respond within one month. If your request is complex, we may extend this by two months and will inform you.
9. COOKIES AND TRACKING TECHNOLOGIES
9.1 What Are Cookies?
Cookies are small text files stored on your device when you visit websites. They help websites remember your preferences and improve your experience.
9.2 Types of Cookies We Use
Strictly Necessary Cookies:
- Essential for website functionality
- Cannot be disabled without affecting site operation
- Examples: Session management, security
Performance Cookies:
- Analyze how visitors use our website
- Help us improve site performance
- Examples: Google Analytics
Functionality Cookies:
- Remember your preferences and choices
- Provide enhanced features
- Examples: Language preference, accessibility settings
Marketing Cookies:
- Track your browsing across websites
- Used to display relevant advertisements
- Examples: Social media cookies
9.3 Managing Cookies
You can control cookies through:
- Browser settings: Most browsers allow you to refuse/delete cookies
- Our cookie consent tool: Available on our website
- Third-party opt-outs: Google Analytics opt-out, social media privacy settings
Note: Disabling cookies may affect website functionality.
9.4 Third-Party Cookies
Our website may contain links to third-party sites (Facebook, YouTube, etc.) which may set their own cookies. We do not control these cookies. Please review their privacy policies.
10. MARKETING COMMUNICATIONS
10.1 Consent
We will only send marketing communications (newsletters, event updates, cultural content) if you have:
- Opted in to receive them
- Provided your email address as a member (soft opt-in)
10.2 What We Send
Marketing communications may include:
- Monthly newsletters
- Event invitations
- Cultural and educational content
- Fundraising appeals
- Community updates
10.3 Unsubscribe
You can opt out at any time by:
- Clicking “unsubscribe” in any marketing email
- Updating your preferences in your member account
- Emailing info@manyusolidaritygroup.org
- Calling +44 7899 980426
We will process your request within 5 working days.
11. CHILDREN’S PRIVACY
11.1 Age Restrictions
Our services are not directed at children under 13. We do not knowingly collect personal data from children under 13 without parental consent.
11.2 Parental Consent
For members aged 13-17, we require parental/guardian consent for:
- Membership registration
- Event attendance
- Photography/videography
- Email communications
11.3 If We Discover Child Data
If we discover we’ve collected data from a child under 13 without parental consent, we will delete it immediately.
12. PHOTOGRAPHY AND VIDEOGRAPHY
12.1 Events
We may photograph or film our events for:
- Promotional materials
- Social media content
- Website galleries
- Annual reports
- Newsletter content
12.2 Your Consent
By attending events, you consent to photography/videography UNLESS you:
12.3 Children
We obtain explicit parental consent before photographing children under 18. Photos of children are never published with identifying information.
13. LINKS TO OTHER WEBSITES
Our website contains links to third-party websites (social media, partner organizations, etc.). This Privacy Policy applies only to our website. When you click external links, you leave our site and should review the privacy policies of those sites.
We are not responsible for the privacy practices of third-party websites.
14. CHANGES TO THIS PRIVACY POLICY
14.1 Updates
We may update this Privacy Policy to reflect:
- Changes in law or regulation
- New services or features
- Feedback from users or regulators
- Best practice developments
14.2 Notification
We will notify you of material changes by:
- Posting a notice on our website homepage
- Emailing registered members
- Updating the “Last Updated” date at the top of this policy
14.3 Your Continued Use
Your continued use of our services after changes take effect constitutes acceptance of the updated policy.
15. COMPLAINTS AND CONCERNS
15.1 Contact Us First
If you have concerns about how we handle your data, please contact us:
Email: info@manyusolidaritygroup.org
Phone: +44 7899 980426
Post: 18 Firs Drive, Harrogate, England, HG2 9HB
We will investigate and respond within 20 working days.
15.2 Complaints to the ICO
You have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk
Email: casework@ico.org.uk
16. SPECIFIC PROCESSING ACTIVITIES
16.1 Bereavement Support Fund
Processing bereavement claims involves sensitive data. We:
- Collect only necessary information
- Limit access to authorized staff
- Encrypt stored documents
- Delete claims data after 10 years
- Obtain explicit consent for data processing
16.2 Gift Aid
For Gift Aid declarations, we:
- Share limited data with HMRC as required by law
- Retain records for 7 years
- Protect your tax information with enhanced security
16.3 Membership Directory
With your consent, we may include limited information (name, contact details) in a members-only directory. You can opt out at any time.
17. INTERNATIONAL CONSIDERATIONS
17.1 UK-Based Organization
We are based in England and primarily serve communities in the UK and Europe.
17.2 Data Transfers
Some of our service providers (e.g., cloud hosting) may store data outside the UK. We ensure adequate protections through:
- Standard Contractual Clauses
- Adequacy decisions
- Your explicit consent
18. CONTACT INFORMATION
For any questions, concerns, or requests regarding this Privacy Policy or your personal data:
MANYU SOLIDARITY LIMITED
Company Number: 15334597
Registered Office: 18 Firs Drive, Harrogate, England, HG2 9HB
Email: info@manyusolidaritygroup.org
Telephone: +44 7899 980426
Website: manyusolidaritygroup.org
Office Hours: Monday to Friday, 9:00 AM – 5:00 PM GMT
19. ACKNOWLEDGMENT AND CONSENT
By using our website and services, you acknowledge that you have read, understood, and agree to this Privacy Policy.
Last Updated: 18 December 2025
Effective Date: 18 December 2025
Next Review Date: 18 December 2026
