Privacy Policy

Last updated: January 2026

About our privacy notice

This Privacy Notice explains how Kiwanis Young Professionals UK (“we”, “our”, or “us”) collects, uses, and protects your personal information. We are committed to handling your personal data responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This notice may be updated from time to time. When changes are made, the updated date will be revised and, where appropriate, individuals will be notified by email.

If you have any questions about this Privacy Notice, please contact us at [email protected].

Who we are

Kiwanis Young Professionals UK is the data controller responsible for the personal information we collect and process for organisational, membership, and communication purposes.

What we mean by personal information

Personal information is any information that identifies you as an individual. This may include your name, email address, telephone number, postal address, or any other information that you provide to us in connection with your involvement with our organisation.

How we collect information

We collect personal information when you contact us, register your interest in membership, attend meetings or events, subscribe to communications, complete forms, or otherwise engage with our activities. Information may also be collected when you visit our website, including basic technical data such as your IP address, browser type, and pages visited.

Providing personal information is voluntary; however, some information may be required for you to participate in certain activities or receive communications.

How we use your information

We use your personal information to manage membership and volunteer involvement, organise meetings and community activities, communicate about events and organisational updates, respond to enquiries, maintain internal records such as meeting minutes, and improve the operation of our services and website. Access to personal information is restricted to authorised club officers and volunteers who require it for organisational purposes.

Legal basis for processing

We process personal information under the lawful bases of legitimate interests, consent, and legal obligation. Our legitimate interests include operating and managing the organisation and its activities. Where we rely on consent, such as for newsletters or optional communications, you may withdraw your consent at any time by contacting us at [email protected].

Sharing your information

We do not sell or trade personal information. Your information may be shared with trusted service providers who support our operations, such as email or online meeting platforms, where this is necessary for organisational purposes. These providers may only process your information on our behalf and must protect it appropriately. We may also disclose information where required by law or where necessary to protect the rights, safety, or property of the organisation or its members.

International data transfers

Some service providers used by the organisation may store or process data outside the United Kingdom. Where this occurs, we ensure that appropriate safeguards are in place to protect your personal information.

Data retention

We retain personal information only for as long as necessary to fulfil organisational purposes and meet legal or governance requirements. Membership and contact records are typically retained for up to six years after your involvement ends. Event attendance and meeting records may be retained as part of the organisation’s administrative history. You may request deletion of your personal information at any time by contacting [email protected].

Cookies

Our website may use cookies to support functionality and to understand how the site is used. Non-essential cookies will only be used with your consent. You can also control cookie settings through your web browser.

Your rights

Under UK data protection law, you have the right to access the personal information we hold about you, request correction of inaccurate information, request deletion, restrict or object to processing, withdraw consent where applicable, and request data portability where relevant.

You also have the right to lodge a complaint with the Information Commissioner’s Office ([email protected]) if you believe your data has been handled improperly. Further information is available at www.ico.org.uk.

Requests relating to your personal information should be sent to [email protected].

Children’s privacy

We do not knowingly collect personal information from children under the age of 13 through our website. Where activities involve young people, parental or guardian consent will be obtained where appropriate and in accordance with UK law.

External websites

Our website or communications may contain links to external websites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies before providing personal information.

Acceptance of this notice

By engaging with Kiwanis Young Professionals UK, you acknowledge this Privacy Notice. Continued use of our services after any updates indicates acceptance of the revised policy.