Privacy Policy.
We take the privacy of our members, volunteers, supporters, visitors and website users seriously. This policy explains what personal information we collect, why we use it and the choices and rights you have.
Last updated: 20 August 2026We only use your information for a reason.
King George VI Day Centre uses personal information to run the centre, respond to enquiries, manage membership and volunteering, arrange services and communicate with people who support or use KGVI.
We aim to collect only the information we need, keep it secure and use it fairly and transparently.
This policy applies to information collected through this website and, where relevant, information you provide directly to King George VI Day Centre.
Who we are
The data controller is King George VI Day Centre, Registered Charity No. 1160714.
Our address is:
When this policy refers to “KGVI”, “we”, “us” or “our”, it means King George VI Day Centre.
What information we collect
The information we collect depends on how you interact with KGVI.
Membership applications
If you apply to become a member, we may collect information including:
- your name and contact details;
- your home address;
- your date of birth;
- gender information you choose to provide;
- whether you require KGVI transport;
- where you heard about us;
- the name and telephone number of an emergency contact; and
- any other information you choose to provide to us.
Volunteer applications
If you enquire about volunteering, we may collect your name, contact information, availability, interests, relevant experience and other information you include in your application.
Enquiries and hall hire
When you contact us, we may collect your name, telephone number, email address and the information contained in your enquiry.
For hall-hire enquiries this may include information about the proposed activity or event, dates, times and expected numbers.
Donations
If you make a donation, we may hold information needed to record and administer that donation and to communicate with you about it.
Online payments may be handled by an external payment provider such as PayPal. Information you provide directly to that provider is also subject to its own privacy policy.
Sensitive information
Occasionally you may choose to tell us information about your health, mobility, accessibility or other personal circumstances where this is relevant to your use of KGVI.
Where information receives additional protection under data protection law, we will only process it where we have an appropriate legal basis and where it is necessary for the purpose concerned.
Website information
When you use our website, technical information may be recorded automatically by the website, hosting service or security systems. This may include an IP address, browser or device information and website activity.
How we use your information
We may use personal information to:
- respond to questions and enquiries;
- process and manage membership applications;
- communicate with members and their emergency contacts when appropriate;
- organise transport and other KGVI services;
- manage volunteer enquiries and volunteering;
- administer hall-hire enquiries and bookings;
- administer donations and fundraising;
- operate, maintain and protect our website;
- keep appropriate financial, administrative and charity records;
- comply with legal and regulatory requirements; and
- protect the safety and interests of our members, volunteers, staff and visitors.
We do not sell your personal information.
Personal information is used for the work of KGVI and the purposes explained in this policy.
Our lawful basis for using your information
Data protection law requires us to have a lawful reason for using personal information. The basis we rely on will depend on what we are using the information for.
Who we may share information with
We do not routinely disclose personal information outside KGVI. However, information may need to be shared where this is necessary and lawful.
This may include:
- KGVI staff, trustees and authorised volunteers who need the information to carry out their role;
- organisations that provide services to us, such as website, hosting, email, IT or form-processing providers;
- payment providers where you make an online donation;
- professional advisers where necessary;
- emergency services where somebody's health or safety is at risk; and
- public authorities, regulators or law enforcement bodies where we are required or permitted to do so by law.
Where another organisation processes information on our behalf, we expect it to protect that information appropriately.
How long we keep your information
We do not keep personal information for longer than we reasonably need it.
How long information is retained depends on why it was collected and any legal, financial, safeguarding, insurance or regulatory requirements that apply.
When information is no longer required, we will delete it, securely dispose of it or anonymise it where appropriate.
Keeping your information secure
We take reasonable organisational and technical measures to protect personal information from accidental loss, misuse, unauthorised access, alteration or disclosure.
Access to personal information should be limited to people who need it for their role.
Information sent through our website is protected in transit using HTTPS/TLS encryption. However, no internet transmission or electronic storage system can be guaranteed to be completely secure.
Cookies and similar technologies
Cookies are small files or pieces of information that websites can store or access on your device. They can be used to make a website work, remember preferences, provide security or understand how a website is being used.
Some cookies and similar technologies can be used without consent where the law provides an exemption. Where consent is legally required, we will ask for it before using the relevant technology.
Where our website displays a cookie-preference tool, you can use it to accept, reject or change your choices for cookies that require consent.
Your data protection rights
Depending on the circumstances and the legal basis on which we use your information, you may have a number of rights.
Access
You may ask for a copy of personal information we hold about you.
Correction
You may ask us to correct inaccurate or incomplete information.
Erasure
You may ask us to delete personal information in circumstances where the right applies.
Restriction
You may ask us to restrict how we use your information in certain circumstances.
Objection
You may have the right to object to particular uses of your information.
Data portability
In some circumstances you may have the right to receive information you provided to us in a portable format.
Withdraw consent
Where we rely on consent, you may withdraw it at any time. This does not affect processing carried out before consent was withdrawn.
Complain
You can raise a concern with KGVI about the way we have handled your personal information.
These rights are not absolute and may not apply in every situation. We may need to verify your identity before responding to a request.
To exercise a data protection right, contact us using the details on this page.
Data protection complaints
If you are unhappy with how we have collected, used or protected your personal information, please contact KGVI and tell us what has concerned you.
How we will deal with your complaint
We will provide a clear route for you to raise a data protection complaint. We will acknowledge it within 30 days, take appropriate steps to investigate it without undue delay, keep you appropriately informed and tell you the outcome.
You also have the right to raise a concern with the Information Commissioner's Office, the UK's data protection regulator.
Other websites and third parties
Our website may contain links to websites or services operated by other organisations. Those organisations are responsible for their own websites and their own use of personal information.
We recommend reading the privacy information provided by a third party before giving it personal information.
Changes to this privacy policy
We may update this privacy policy from time to time to reflect changes to our services, website, working practices or legal requirements.
When we make a significant change, we will update the date shown at the top of this page.
Questions about your information?
King George VI Day Centre
83–95 Clarence Road
Windsor
SL4 5AR
Telephone: 01753 853654
You can also contact us using the website contact page.
Your privacy matters to us.
If you are unsure about how KGVI uses your information, please ask. We will be happy to explain.