YMCA Cheltenham - Privacy Policy

Included in this Policy:

  • Introduction
  • Personal Data – a definition
  • How we collect Personal Data
  • The Personal Data we collect
  • How we use Personal Data
  • How long we will keep Personal Data
  • Storage and Transfer of Personal Data
  • Sharing Personal Data
  • Your Rights under GDPR
  • Contact Us
  • Updates
  • YMCA Cheltenham Company Information
  • Credit - SEQ Legal


Founded in 1855, YMCA Cheltenham has been a provider of accommodation, sports facilities and youth activities for more than 160 years, holding fast to our Christian roots and ethos.  We are an independent charity (No 1079951), affiliated to the international YMCA movement, the largest and oldest non-uniformed youth organisation in the world. 

Knowing that your privacy is important to you and that you care about how your personal data is used, maintaining the security of your data is a priority for us and we pledge to handle your data fairly and legally at all times. YMCA Cheltenham is also dedicated to being transparent about what data we collect and how we use it.

Personal Data – a definition

According to the General Data Protection Regulation (the “GDPR”), Personal Data is ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’. This includes obvious information such as your name and contact details, as well as, for example, data which we may access electronically through your use of our website.

How we collect Personal Data

Personal data is collected when, for example, you sign up to an event, make a donation, attend an event, become a member of YMCA Cheltenham, use our facilities, or make an enquiry. This list is given as an example only; there are many other ways in which we collect personal data.

The Personal Data we collect

The information that we collect will depend on your relationship with us.  For most of our supporters, we will collect the following.

  • Name
  • Address
  • Email address
  • Telephone number
  • Information on your communication preferences

There may be instances when we require additional information, but we will only collect information that is directly relevant and necessary for the services which we provide to you.  For example, if you are taking part in one of our events, we may need to have details of next of kin as an emergency contact.

How we use Personal Data

Under the GDPR, we must always have a lawful basis for using personal data. This may be because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it.  The following is a list of examples when we may use your personal data.  We may from time to time use your data for other similar purposes:

  • to keep you up-to-date on news and stories about our work through newsletters and other channels from time-to-time;
  • to seek fundraising and/or non-financial support, for example, donation of goods or services, volunteering;
  • to seek corporate or individual sponsorship for appeals, fundraising projects;
  • to process donations received from you, including Gift Aid if applicable;
  • to thank you for your support, financial or otherwise;
  • to inform you of occasional events, as well as regular activities held at or hosted by YMCA Cheltenham;
  • to communicate with you, which may be in response to emails, telephone calls or correspondence from you
  • to provide and manage your account on our website, for example if you set up a Fundraiser page;
  • to provide you with information on appeals or events you have signed up for or may be interested in
  • to supply you with information by email, post, text message or telephone depending on your personal preference communicated to us.   

We will never share your data with third party organisations for marketing purposes. You are free to change your preferences or opt-out at any time. 

How long we will keep Personal Data

We will keep your personal information only for as long as is necessary for the relevant activity or until you request us to erase it.  We are legally required to hold some types of information to fulfil our statutory obligations and maintain compliance with applicable legislation, for example tax and account requirements and safeguarding. Any data not covered by the aforementioned restrictions will be held for a period of up to a maximum of 6 years.

Where you have given us consent to use your personal data for the purposes of marketing, fundraising, appeals or event management purposes, we will keep it for the duration of your active relationship or involvement with us. You can opt out of receiving such communication from us at any time.

Storage and Transfer of Personal Data

We will only store or transfer your personal data in the UK or the European Economic Area (the “EEA”). This means that your personal data will be fully protected under the GDPR or to equivalent standards by law.

We store data securely on servers or paper-based systems within YMCA Cheltenham premises, and access is limited to those members of staff or volunteers who need access in order to carry out their roles. 

Our website provider does not transfer data outside of the EEA. However, you acknowledge that personal data that you submit for publication through our website may be available, via the internet, around the world.  We cannot prevent the use (or misuse) of such personal data by others.

Sharing Personal Data

We do not share your details with third parties unless under a legal duty we need to pass on information if required by law or by a regulatory body. For example, a Gift Aid audit by HMRC, or if asked for details by a law enforcement agency.

Financial transactions relating to our website are handled by our payment services providers (currently Stripe and GoCardless). We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers’ privacy policies and practices at https://stripe.com/gb/privacy and https://gocardless.com/legal/privacy/.

Your Rights under GDPR

Under GDPR, you are afforded certain rights regarding your personal data which we hold; these are listed below.  For further information on any of these, please contact us (see Contact Us Section). For more detailed information we would recommend that you visit the ICO website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

You have the right to:

  • be informed about the collection and use of your personal data. If you need additional information once you have read this Privacy Policy, please contact us. 
  • access your personal data. Please contact us for information on how to raise a “subject access request”. We will respond within one month of receiving your request.
  • have inaccurate personal data rectified, or completed if it is incomplete. Please contact us for more information.
  • erasure.  This is also termed “the right to be forgotten”. We will delete all the data that we hold for you within one month of receiving your request to do so. Please note – there may be occasions when this is not possible, and further information is available on the ICO website.
  • restrict, thereby restricting or preventing the processing of your personal data.
  • data portability which allows you to obtain and reuse your personal data for your own purposes across different services, by moving, copying or transferring personal data from one IT environment to another in a safe and secure way, without affecting its usability.
  • object to the processing of your personal data in certain circumstances.
  • you have rights related to automated decision-making including profiling. This includes making a decision solely by automated means without any human involvement; and profiling which is the automated processing of personal data. YMCA Cheltenham will not use your personal data in this way. 

In addition, if you think we have infringed your privacy rights, you can lodge a complaint by advising us of your concerns at the address given below. 

Contact Us

To contact us about anything to do with your personal data and data protection, please use the following means, marking all correspondence “For the Attention of the Data Controller:

By Email: [email protected]

By Post:  Data Controller, YMCA Cheltenham, 6 Vittoria Walk, Cheltenham, GL50 15P


This Privacy Policy will from time to time be updated to reflect changes in our processes or in line with changes in the law and the updated Policy will be made available on our website www.YMCACheltenham.com.

This Policy is dated 24th May 2018

YMCA Cheltenham – Company Information

YMCA Cheltenham is a Company Limited by Guarantee registered in England under company number 3930834 and a Registered Charity Number 1079951.

Our Registered Head Office address is: 6 Vittoria Walk, Cheltenham, GL50 1TP


Certain parts of this document were created using a template from SEQ Legal (http://www.seqlegal.com).