Betty's Club - Policy

    Creating a safe space for people and families living with dementia

    We care about your privacy and we want you to feel confident about how Betty’s Club handles your personal information

    This page explains how we look after your personal information — things like your name, contact details, and anything you share with us.

    Who we are

    We are Betty’s Club, part of Burnhams Surgery Community Healthcare Trust (Charity No. [insert number]).
    We run friendly activities and support for people living with dementia and their families.

    We are the “data controller” for the personal data described in this policy, meaning we decide how your information is handled.

    If you have questions about your personal information or this policy, you can contact our Data Protection Officer at:

    • Email: [DPO email address]
    • Address: [Charity address]

    If you have questions, you can contact us:
    Email: [insert email]
    Phone: [insert number]
    Address: [insert address]

    What this policy is for

    This policy covers how Betty’s Club (we, us, our) collects, uses, stores, and shares personal information about:

    • supporters
    • people living with dementia and their families
    • newsletter subscribers
    • event participants
    • website users

    It applies wherever we collect personal data — online, in person or via third parties.

    What information we collect

    We may collect different kinds of personal data depending on our relationship with you. This may include:

    Type of Data

    Examples

    Basic identity & contact details

    name, address, email, telephone number

    Demographics & preferences

    age, gender, how you prefer to be contacted, interests in our work

    Support & service data

    information about the support you receive or services you use from us, where relevant

    Payment or donation details

    bank or card details (if you donate or make payments)

    Event participation data

    your registration details, dietary or accessibility requirements, feedback

    Communications & engagement

    records of your contact preferences, whether you've signed up for our emails, responses to surveys

    If relevant, we may also collect special category data, such as health information, where necessary to provide care or services (but only with explicit consent or other lawful basis).

    How we use your information

    We use your information to:

    • provide our services and support people living with dementia and their families
    • send you news, stories, event updates, and ways you can help (e.g. volunteering, fundraising)
    • process donations and manage financial records
    • plan, run and evaluate our events, programmes, services
    • comply with legal or regulatory obligations
    • enable internal administrative and operational tasks
    • Help you take part in activities
    • Support you or your family if you use our services
    • Say thank you for donations or help
    • Keep everyone safe and meet legal rules

    We will never sell your information or share it for marketing.

    Legal basis for processing

    We will only process your personal data when there is a lawful basis to do so under UK data protection law (UK GDPR / Data Protection Act), such as when:

    • you have given consent
    • processing is necessary to perform a contract (e.g. booking you on an event)
    • processing is necessary for our legitimate interests, provided those interests are not overridden by your rights and interests
    • to comply with a legal obligation

    For special category data, we will use your explicit consent or rely on other lawful grounds as allowed by law (e.g. for health and care provision, substantial public interest).

    Sharing your information

    We only share information when needed, for example:

    • With trusted helpers or organisations that work with us (like health partners)
    • With the law or emergency services if it’s necessary to protect someone’s safety

    We will never sell your personal data. Everyone we work with must keep your information safe and private.