Privacy Policy

Sitakund Samitee UK Limited · Registered in England & Wales No. 11973726 · A non-political, not-for-profit organisation

DRAFT — for committee review before publishing

Sitakund Samitee UK ("SSUK", "we") is a non-political, not-for-profit social organisation for people from Sitakund and their families across the UK. This policy explains what personal information we collect, why, and how we look after it. We keep it short and in plain English — if anything is unclear, just ask us.

1. Who is responsible for your data

Sitakund Samitee UK Limited is the "data controller". Questions and requests about your data should go to the committee at [email — e.g. info@sitakundsamitee.org.uk].

2. What we collect, and why

Membership applications

What: your name, date of birth, photo, UK address, phone numbers, email, Facebook ID, address details in Bangladesh (village, ward, union), family member names, and a reference from an existing member.
Why: to assess your application, run your membership, keep our member register, and contact you about SSUK matters. This is the same information as our paper application form.

Newsletter subscriptions

What: your email address.
Why: to send you our monthly newsletter, with your consent. Every email includes an unsubscribe link, and unsubscribing stops the emails immediately.

Event registrations

What: your name, contact details, ticket choices and payment.
Why: to manage attendance and payment. Card payments are handled by our payment provider (e.g. Stripe) — we never see or store your card details.

Website cookies

See our separate Cookie Policy. Embedded videos use YouTube's privacy-enhanced mode, which sets no cookies until you press play.

3. What we never do

We never sell your information, to anyone.
We never share it with political parties or campaigns — SSUK is strictly non-political.
We never publish members' home addresses, phone numbers or emails on the website.
We only publish photos from events where people are clearly identifiable with appropriate consent, and we remove any photo on request.

4. Who can see your information

Your membership details are visible only to the SSUK Executive Committee members who need them for their role (for example the Membership and Treasurer roles). Our systems are provided by trusted services that process data on our behalf — our website and member system (Odoo), our email delivery service, and our payment provider. Each is bound by its own data-protection obligations.

5. How long we keep it

Membership records: while your membership is active, then deleted within [e.g. 2 years] of it ending.
Unsuccessful applications: deleted within [e.g. 6 months].
Payment and accounting records: kept 6 years, as UK law requires.
Newsletter list: until you unsubscribe.

6. Your rights

Under UK GDPR you can ask us at any time to: see the information we hold about you; correct it; delete it; limit how we use it; or object to our use of it. Email [email] and we will respond within one month. If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ico.org.uk).

7. Children

Membership is for adults (18+). Children's names may appear in a member's application (family members) or in event registrations made by a parent — we use them only for that purpose. Photos of children at our events are only published with parental consent.

8. Changes to this policy

If we change this policy we will post the new version here and mention it in the newsletter. Last updated: [date].