Privacy Notice

Privacy Notice: The Forget-Me-Not Cafe

Last updated: May 2026

 

At the Forget Me Not Cafe, we are committed to protecting and respecting your privacy. This privacy notice explains how we collect, use, store, and look after your personal data when you visit our cafe, attend our sessions, use our website, or interact with us as a volunteer, donor, or supporter.

 

1. Who We Are

The Forget Me Not Cafe is the "Data Controller" for your personal information. This means we decide how and why your data is processed.

● Organisation Name: Highworth Forget Me Not Cafe

● Contact Email: secretary@highworthforgetmenot.org

● Phone Number: 07794 412976

● Mailing Address: 31 Cricklade Road Highworth

 

2. The Personal Data We Collect

We may collect and process different types of personal information depending on how you interact with us:

● Contact Data: Name, email address, phone number, emergency contact details, and postal address.

● Attendance Data: Dates you attend our sessions

● Health & Safety Data (Special Category Data): Dietary requirements, food allergies, or relevant medical/accessibility information you explicitly share with us to ensure your safety at our sessions.

● Volunteer & Supporter Data: Volunteering history, emergency contact details, and reference checks.

● Financial Data: Payment details if you make a purchase, pay an entry fee, or donate to us.

● Digital Data: IP addresses, cookies, and website usage data if you browse our online platforms.

 

3. How We Use Your Data and Our Lawful Basis

Under the UK General Data Protection Regulation (UK GDPR), we must have a valid legal reason to use your data. We use your information for the following purposes:

● To deliver our services: To manage events, run our regular sessions, and coordinate peer support groups. 

● To protect your health and well-being: To cater safely to food allergies or provide appropriate physical/cognitive activity support

● To manage volunteers and staff: To coordinate rotas, process applications, and ensure safeguarding compliance.

● To keep you informed: To send updates about cafe details, special events, fundraising campaigns, and other events.

● To process payments: To handle charity donations.

 

4. How We Share Your Information

We do not sell your personal data. We only share your information when strictly necessary, such as with:

● Third-party service providers: Trusted partners who host our website, manage our email mailing lists, or process secure card payments.

● Emergency services or medical professionals: If a critical medical issue or emergency occurs during one of our sessions.

● Legal authorities: If we are legally required to do so by UK law or regulatory bodies.

 

5. Data Security

We implement robust physical and electronic security measures to prevent your data from being lost, stolen, altered, or accessed without authorisation. All personal data is stored within the UK or European Economic Area (EEA).

 

6. How Long We Keep Your Data

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements. For example:

● Allergy and health data provided for a specific event is securely deleted shortly after the event concludes unless you ask us to keep it on file for regular attendance.

● Financial records are kept for 6 years in line with UK tax regulations.

● Mailing lists data is kept until you choose to unsubscribe.

● All data is reviewed at least annually.

 

7. Your Legal Rights

Under UK data protection laws, you have the following rights regarding your personal information:

● Right of access: You can request a copy of the personal data we hold about you.

● Right to rectification: You can ask us to correct inaccurate or incomplete data.

● Right to erasure: You can ask us to delete your personal data under certain conditions.

● Right to restrict or object to processing: You can object to us using your data for direct marketing or specific legitimate interests.

● Right to withdraw consent: If you gave us consent to use your data (e.g., for marketing emails), you can withdraw it at any time.

To exercise any of these rights, please contact us using the details provided in Section 1.

 

8. How to Complain

If you have any concerns about how we handle your data, please contact us directly so we can resolve the issue. You also have the right to lodge a formal complaint at any time with the Information Commissioner's Office (ICO), the UK's independent data protection regulatory authority.

 

Highworth Forget Me Not Privacy Notice