Privacy Policy

Last updated: October 2025
Registered Address: Dhamecha Lohana Centre, Brember Road, Harrow, HA2 8AX
Data Protection Officers: Mr Ashok Dattani and Mr Amit Chandarana

This Privacy Policy explains how Lohana Community of North London (LCNL) collects, uses, stores, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Purpose and Scope

This policy applies to all members, volunteers, committee members, event participants, donors, and visitors to LCNL websites or events. It explains how we handle your personal data to ensure transparency and compliance with data protection law.

Data Controller

The data controller is Lohana Community of North London (LCNL), located at Dhamecha Lohana Centre, Brember Road, Harrow, HA2 8AX.

LCNL has appointed Mr Ashok Dattani and Mr Amit Chandarana as joint Data Protection Officers (DPOs). They can be contacted at info@lcnl.org for all data protection matters.

Types of Personal Data Collected

LCNL may collect and process the following information:

• Member and household information: name, address, telephone, email, gender, date of birth
• Event and activity registration: booking details, preferences, attendees
• Financial data: payment records, Gift Aid information (we never store full card details)
• Committee and volunteer details: role, contact information, involvement records
• Photographs and videos: media taken at LCNL events (with consent)
• Youth participant data: information about children, including parent/guardian contacts
• Website usage data: IP address, browser type, device info, pages visited, cookies/analytics

How Data is Collected

We obtain data through:

• Membership and renewal forms (online or paper)
• Event registration and ticketing systems
• Emails, phone calls, or online contact forms
• Volunteer or committee participation applications
• Photographs or videos taken at LCNL events with your consent

Lawful Bases for Processing (UK GDPR)

LCNL processes personal data under the following legal bases:

• Contractual necessity: to manage membership and provide services you request
• Legitimate interests: to run effective community activities and communications
• Legal obligations: to meet statutory requirements (e.g., Gift Aid, accounting, regulatory compliance)
• Consent: for optional uses such as newsletters, event photography, or non-essential cookies

Consent may be withdrawn at any time by contacting info@lcnl.org.

Use of Personal Data

LCNL uses your data to:

• Administer membership accounts, renewals, and household groupings
• Manage community events, registrations, communications, and announcements
• Process payments and maintain financial, donation, and governance records
• Send newsletters and community updates (where you opt in)
• Support community welfare activities, including youth and elder programmes
• Comply with legal and regulatory obligations
• Maintain security, prevent fraud or abuse
• Improve our website and services via analytics

Children's Data

LCNL collects limited data for minors participating in youth activities. All information is handled with parental or guardian consent and protected with enhanced confidentiality and restricted access.

Parents or guardians may review or request deletion of a child's data at any time by contacting info@lcnl.org.

Data Security

All personal data is stored in a secure, encrypted database hosted on UK-based servers. Access is role-based and managed by LCNL's Data Protection Officers.

We apply technical and organisational measures to prevent unauthorised access, alteration, or disclosure. While no method is 100% secure, we review and improve our controls regularly.

Data Sharing

We do not sell or trade your personal information. Data may only be shared with:

• Trusted service providers (e.g., email systems, event platforms, website hosting) under confidentiality agreements
• Event partners only where necessary to deliver an event you have booked
• Regulators or authorities where legally required (e.g., HMRC, ICO, or other statutory bodies)

International Transfers

Our primary data storage is in the UK. If data is processed outside the UK/EEA by service providers, we use appropriate safeguards such as UK International Data Transfer Agreements (IDTA) or EU Standard Contractual Clauses as applicable.

Data Retention

Personal data is kept only as long as necessary for the purposes described in this policy or to meet legal obligations:

• Membership records: normally retained for up to three years after membership ends, unless law requires longer retention
• Event/booking records: retained in line with financial record-keeping requirements
• Contact form enquiries: typically retained for up to 24 months
• Financial records: retained as required by HMRC and relevant accounting regulations

We may retain data longer if required by law or to establish, exercise, or defend legal claims.

Your Rights

Under UK GDPR, you have the right to:

• Be informed about how your data is used
• Access a copy of your personal data
• Correct any inaccuracies in your data
• Request deletion of your data ("right to be forgotten")
• Restrict or object to certain processing
• Request data portability (where applicable)
• Withdraw consent at any time (where processing is based on consent)
• Lodge a complaint with the Information Commissioner's Office (ICO)

To exercise your rights, email info@lcnl.org. LCNL will respond within one month. You also have the right to complain to the UK Information Commissioner's Office at ico.org.uk.

Cookies & Website Analytics

LCNL's website uses cookies and analytics to improve functionality and measure performance. Cookies are small text files stored on your device that help the website function properly.

We use essential cookies for the site to function. With your consent, we may use analytics cookies to understand how visitors use the site and to improve our services. Analytics data is anonymised and used for internal improvement only.

You can manage or disable cookies through your browser settings or via our cookie banner (if enabled). By using the LCNL website, you consent to the use of cookies as described in this policy.

Photographs and Media

Photographs and videos taken at LCNL events may be used for publicity on LCNL's website, newsletters, and social media channels to promote our community activities.

Anyone who prefers not to be photographed or filmed should inform the event organiser in advance or contact info@lcnl.org. If you wish to request removal of an existing photograph, please contact us and we will action your request promptly.

Data Breach Procedure

In the event of a personal data breach, LCNL will assess the risk to individuals. If there is a high risk, we will report serious breaches to the Information Commissioner's Office (ICO) within 72 hours as required, and inform affected individuals as soon as possible with guidance on protective measures.