Our Privacy Promise to You
We take your privacy as seriously as we support our veterans. This Privacy Policy explains clearly and transparently how we handle your personal information on our Guildford Armed Forces Day information hub, dedicated to celebrating our service community and supporting charitable fundraising.
What Information We Collect
To provide you with event information and facilitate charitable support, we collect certain data. This is primarily information you provide directly when interacting with our hub’s services.
Information You Voluntarily Provide
This includes details you give when signing up for event updates, entering a charity sweepstake for the Inter Services Rugby Tournament, or making a donation. Typical data includes:
- Your name and contact details (e.g., email address).
- Any messages or enquiries you send us.
- Donation details (though full payment card data is processed directly by our secure third-party partners).
- Your preferences for receiving communications from us.
Automatically Collected Technical Data
Like most websites, we automatically collect certain technical information when you visit. This includes your IP address, browser type, device information, and how you navigated to our site. This data is primarily analysed in an aggregated, non-personally identifiable form.
How We Use Cookies and Tracking
Our site uses cookies, which are small text files placed on your device, to ensure core functionality and to help us understand and improve site performance for our fundraising and awareness campaigns.
Essential Site Cookies
These are strictly necessary for the website to operate, such as maintaining your session security and remembering cookie consent preferences. You cannot disable these through our site.
Analytics & Performance Cookies
These cookies, such as those from Google Analytics 4, help us understand how visitors engage with our content on military sports tournaments and charity initiatives. This shows us what content is most effective in supporting our goals.
Third-Party Service Cookies
We use trusted third-party services for donations, ticketing, and social media integration (e.g., JustGiving, Stripe, Facebook). These providers may set their own cookies when you interact with their features embedded in our site. Their use is governed by their respective privacy policies.
Analytics and Site Performance
We use Google Analytics 4 (GA4) to gain insights into how our website is used, which helps us improve the experience for all visitors interested in Armed Forces Day Guildford and related military sports in the UK.
Purpose of Data
The analytics data helps us understand popular content, visitor demographics (in broad terms), and the effectiveness of our digital campaigns promoting events and charity fundraising for veterans.
Data Anonymisation
We have configured GA4 to anonymise IP addresses at the point of collection within the United Kingdom and European Economic Area. This means your full IP address is not stored or processed in a personally identifiable way by this tool.
Third-Party Services We Use
To deliver a full service, we integrate with specialised, reputable third-party platforms. We carefully select partners who demonstrate strong data protection practices.
Donation & Ticketing Platforms
When you make a donation, often channelled to The Royal British Legion, or purchase tickets for an event, you will be directed to platforms like JustGiving or Eventbrite. These transactions are subject to the platform’s own privacy policy and terms. We only receive necessary information to manage your participation or acknowledge your support.
Social Media Integrations
Our site may include features like social sharing buttons. Your interaction with these is governed by the privacy policy of the social media company (e.g., Meta, X).
Your Data Rights Under UK GDPR
Under the UK GDPR (General Data Protection Regulation), you have important rights regarding your personal data. We are committed to facilitating the exercise of these rights.
Key Rights Overview
Your key rights include:
- The right to access a copy of the personal data we hold about you.
- The right to request correction of inaccurate data.
- The right to request erasure of your data (the “right to be forgotten”).
- The right to object to or restrict certain processing.
- The right to data portability, where applicable.
How to Make a Request
To exercise any of these rights, please contact us using the details in the “Contacting Us” section below. We will respond within one month, as required by UK law.
How Long We Retain Your Data
We retain personal data only for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements in the United Kingdom.
Retention Criteria
For example, we retain records of financial donations for seven years for HMRC compliance. Newsletter subscription data is kept until you unsubscribe or inform us you no longer wish to receive communications.
Data Deletion
When the retention period expires, or if you validly exercise your right to erasure, we will securely delete or anonymise your personal data so it can no longer be associated with you.
Contacting Us About Privacy
For any questions, concerns, or requests regarding this Privacy Policy or your personal data, please do not hesitate to get in touch.
Primary Contact Method
The most efficient way to contact our data lead is via email at [email protected]. Our registered address is in Guildford, United Kingdom.
Supervisory Authority
If you have a complaint about our use of your data, you have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office (ICO).
This policy reinforces our unwavering commitment to transparency and data security. By protecting your information, we ensure our primary focus remains on honouring our Armed Forces and supporting veterans through exceptional events and charitable action.