Guildford Hard of Hearing Support Group Privacy Notice
This Privacy Notice explains what personal information we collect about you, why we collect it, how we use it and how we keep it safe. It applies to members of GHOHSG and to anyone who contacts us through our website or by other means.
1. Who We Are
The Guildford Hard of Hearing Support Group (GHOHSG) is a registered charity (No. 1073489) based in Surrey. We are the data controller for the personal information you provide to us.
Charity name: Guildford Hard of Hearing Support Group (GHOHSG)
Charity number: 1073489
Contact email: askghoh@hotmail.com
Website: www.guildfordhoh.org.uk
2. What Information We Collect
When you become a member of GHOHSG, or renew your membership, we ask you to provide:
• Your name
• Your home address
• Your email address
• Your telephone number
• Your subscription and payment preferences
• Gift Aid preferences (where applicable)
• Emergency contact details
If you contact us via our website contact form, we will also collect your name, email address and the content of your message.
3. Why We Collect Your Information
We collect and use your personal information to:
• Administer your membership and keep our membership records up to date
• Communicate with you about GHOHSG meetings, activities and events
• Send you information by email, post or telephone about what is happening in the group
• Process Gift Aid declarations (where you have agreed to this)
• Manage emergency contact arrangements at GHOHSG meetings
• Plan and develop our activities and services
Our lawful basis for processing your personal information is your consent. You will be asked to give your consent when you complete our membership or renewal form.
4. How We Store Your Information
Your membership information is held in a secure spreadsheet on GHOHSG's OneDrive account, hosted by Microsoft. Access is restricted to the Chair and Membership Secretary only.
A hard copy of emergency contact details is brought to GHOHSG meetings by the Chair or Membership Secretary for safety purposes. This is not shared with other committee members or with the general membership.
We keep your information only for as long as you remain a member. If you do not renew your membership, your personal data will be deleted unless we are required by law to retain it (for example, to meet financial or Gift Aid recording obligations).
5. Who We Share Your Information With
We do not sell or share your personal information for marketing purposes. We may share limited information within GHOHSG — for example, with committee members or group convenors — where it is necessary to provide an activity or service to you.
We may also be required to disclose information where we have a legal or statutory obligation to do so.
Our website may contain links to other organisations' websites (for example, national hearing loss charities). These websites have their own privacy policies and are not controlled by GHOHSG.
We will never:
• Sell your personal information
• Share your details with third parties for marketing purposes
• Send you unsolicited communications from other organisations
6. Our Website and Cookies
Our website, www.guildfordhoh.org.uk, is available to both members and the general public.
The website uses cookies — small text files stored on your device — to help us understand how visitors use the site, including what pages are popular and how visitors navigate through our content. This information is used only to improve your experience of the website.
You can find full information about the cookies we use and how to manage them in our Cookie Policy, available on our website.
7. Your Rights
Under UK data protection law, you have the right to:
• Be informed — know what information we hold about you and how we use it (this Notice is part of how we fulfil that obligation)
• Access — request a copy of the personal information we hold about you
• Rectification — ask us to correct inaccurate or incomplete data
• Erasure — ask us to delete your data (subject to any legal obligations we may have to retain it)
• Restriction — ask us to pause or limit how we use your data in certain circumstances
• Portability — request your data in a portable format where technically feasible
• Object — object to our processing of your personal data in certain circumstances
• Withdraw consent — you may withdraw your consent for us to hold your data at any time, without affecting the lawfulness of any processing carried out before withdrawal
To exercise any of these rights, please contact the Membership Secretary at askghoh@hotmail.com. We will usually respond within one month.
8. Contact and Complaints
If you have any questions about this Privacy Notice or any concerns about how we are handling your personal data, please contact us:
Email: askghoh@hotmail.com
Subject line: Data Privacy Enquiry
If you believe we have not handled your data correctly and you remain unsatisfied after raising the matter with us, you have the right to make a complaint to the Information Commissioner's Office (ICO):
ICO website: www.ico.org.uk
ICO helpline: 0303 123 1113
9. Updates to This Notice
We may update this Privacy Notice from time to time. If we make significant changes, we will let members know via our newsletter or at a Members' Meeting. The current version is always available on request on our website at www.guildfordhoh.org.uk
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Version: April 2026 | Next review: May 2029