Privacy Policy Taj Mahal Community Hub
The Dyfi Diary is currently managed by the Taj Mahal Community Hub.
Last updated: August 2026
Review date: August 2027
1. About this Privacy Policy
Taj Mahal Community Hub respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains what personal information we collect, why we collect it, how we use it, how we keep it safe, how long we keep it and what rights you have in relation to your information.
We aim to collect only the information we genuinely need to run our community activities, communicate with people, support volunteers, organise events and deliver our projects.
We will always try to handle your information fairly, securely and transparently.
For the purposes of data protection law, Taj Mahal Community Hub is responsible for the personal information we collect and use.
If you have any questions about this Privacy Policy or how we use your information, please contact us:
Email: hello@dyfidiary.org
2. What is personal information?
Personal information, also known as personal data, is information that can identify you or that can be linked to you.
Depending on how you interact with us, this may include:
Your name
Email address
Telephone or mobile number
Postal address
Information about events or activities you have registered for
Volunteer information
Emergency contact details
Information you provide when giving us feedback
Information you provide when making a donation
Information you provide when contacting us through social media
Photographs, where appropriate and where we have a lawful basis to use them
Information relating to accessibility or support needs where you choose to provide it
Information needed to administer particular projects or activities
We do not routinely collect more personal information than we need.
3. How we collect your information
We may collect personal information when you:
Contact us by email, telephone, social media or another method
Sign up for one of our events or activities
Subscribe to our newsletter
Volunteer with us
Make a donation
Take part in one of our projects
Give us feedback
Complete a form, survey or evaluation
Register for training or a workshop
Contact us about opportunities or services
Use our website
Sometimes you may provide information directly to us. On other occasions, information may be provided to us by a partner organisation or service provider where there is a lawful reason for doing so.
4. How we use your information
We use personal information to help us run Taj Mahal Community Hub and deliver our community activities.
This may include using your information to:
Respond to enquiries
Organise events, workshops and activities
Manage bookings and registrations
Communicate with participants
Communicate with volunteers
Organise volunteer rotas and activities
Contact a volunteer's emergency contact where this is necessary
Send our newsletter where you have chosen to receive it
Tell people about activities, opportunities and events
Administer donations
Keep appropriate financial and organisational records
Gather feedback and evaluate our projects
Demonstrate the impact of our work to funders where appropriate
Improve our services and activities
Meet legal, regulatory, safeguarding or accounting responsibilities
Protect the health, safety and wellbeing of participants, volunteers, staff and visitors
Deal with complaints or concerns
Protect the security of our organisation and information systems
We will not use your personal information for purposes that are incompatible with the reason it was collected without an appropriate lawful basis.
5. Our lawful basis for using your information
Data protection law requires us to have a lawful basis for collecting and using personal information.
Depending on the circumstances, we may rely on one or more of the following lawful bases:
Consent
We may ask for your consent to send you our newsletter or other optional communications.
You can withdraw your consent at any time.
Legitimate interests
We may use personal information where this is necessary for the legitimate interests of Taj Mahal Community Hub, provided that these interests are not overridden by your rights and interests.
For example, this may include managing volunteers, communicating with participants, organising community activities and running our organisation.
Contract or steps before entering into a contract
We may need to process personal information when you enter into an agreement with us or when we need to take steps at your request before entering into an agreement.
Legal obligation
We may need to process or retain information because we are required to do so by law, for example for financial, accounting, safeguarding or regulatory purposes.
Vital interests
In exceptional circumstances, we may need to use information to protect someone's life or prevent serious harm, including in an emergency.
6. Newsletters and marketing communications
We will only send you our email newsletter or other marketing communications where we have a lawful basis to do so.
Where we rely on consent, you can unsubscribe at any time.
Every marketing email should include a clear way to unsubscribe.
If you unsubscribe from our newsletter, we will stop sending you marketing communications. We may retain a minimal record of your unsubscribe request so that we do not accidentally send you future marketing emails.
Our newsletters may include:
News from the Community Hub
Community activities and events
Project updates
Volunteering opportunities
Ways to get involved
Information about community initiatives
Opportunities to support or donate to our work
7. Volunteers
If you volunteer with Taj Mahal Community Hub, we may need to collect additional information to enable us to organise and support your volunteering.
This may include:
Name
Contact details
Availability
Volunteer role
Relevant training information
Emergency contact details
Information needed to manage volunteering safely and effectively
Emergency contact information will only be used where it is necessary and appropriate, particularly in relation to an emergency or the health and safety of a volunteer.
Where additional checks or information are required for a particular volunteer role, such as safeguarding or criminal record checks, we will handle this information in accordance with applicable legal requirements and appropriate safeguarding procedures.
8. Information about accessibility and support needs
We want our activities to be accessible and welcoming to everyone.
You may choose to provide us with information about accessibility, communication or support needs so that we can make appropriate arrangements for you to participate in our activities.
Some information about health or disability may constitute special category data under UK data protection law.
Where we collect or use this type of information, we will only do so where it is necessary, appropriate and permitted under data protection law, and we will take additional care to protect it.
You do not have to provide information about your personal circumstances unless it is genuinely necessary for the activity or service concerned.
9. Donations
If you make a donation to Taj Mahal Community Hub, we may need to collect information such as your name and contact details in order to administer the donation and maintain appropriate financial records.
We may need to retain financial and donation records for a period required by applicable legal, accounting, tax or funding requirements.
We will not retain personal information indefinitely simply because it has been collected.
When information is no longer required, we will securely delete it, destroy it or anonymise it where appropriate.
10. Photographs and publicity
We sometimes take photographs or videos at community events and activities to celebrate and promote the work of Taj Mahal Community Hub.
Where appropriate, we will ask for consent or provide information about photography and publicity arrangements.
If you do not want to be photographed for publicity purposes, please let a member of the team know.
Where photographs are used for publicity, we will try to avoid identifying people unnecessarily and will take particular care when children or vulnerable people are involved.
If you have concerns about a photograph of you that we have published, please contact us.
11. Social media
We use social media platforms such as Facebook and Instagram to communicate with our community and promote our activities.
If you contact us or interact with us through social media, we may process information that you provide to us in order to respond to you or manage the interaction.
Social media platforms are separate organisations and have their own privacy policies and terms of use. Their processing of your personal information is also governed by their own policies.
You should therefore be aware that information you choose to make public on social media may be visible to other people.
We will not deliberately collect personal information from social media that we do not need.
12. Our website and cookies
Our website is provided using Wix.
Our website may use cookies and similar technologies. Cookies are small files stored on your device that can help websites function and, depending on the type of cookie, understand how people use the website.
Some cookies may be necessary for the website to operate correctly. Other cookies, such as analytics cookies, may help us understand how visitors use the website and improve it.
Where required by law, we will ask for your consent before using non-essential cookies.
You can also manage or disable cookies through your browser settings.
For more information about the cookies used on our website, please see our Cookie Notice.
13. Email, cloud storage and other technology
We use trusted third-party technology providers to help us run the Community Hub.
These may include:
Google Workspace/Gmail for email
Google Drive for secure cloud storage
Wix for our website
Email newsletter or event management services where required
Other digital services needed to administer particular projects or activities
We take reasonable steps to ensure that organisations processing personal information on our behalf provide appropriate data protection and security safeguards.
Where appropriate, we will have suitable contractual arrangements in place with service providers.
We do not rely solely on a supplier's security measures. We also take steps within our organisation to protect personal information.
14. How we protect your information
We take reasonable technical and organisational measures to protect personal information from:
Loss
Theft
Unauthorised access
Accidental disclosure
Unauthorised alteration
Unnecessary use
For example:
Computers and relevant accounts are password protected
Access to personal information is limited to people who need it
Digital information is stored using appropriate security measures
Paper records are stored securely
We avoid collecting unnecessary personal information
We review our information and mailing lists regularly
Personal information is securely deleted or destroyed when it is no longer required
No method of storing or transmitting information is completely secure, but we take appropriate steps to reduce the risks.
15. Who we share information with
We do not sell your personal information.
We will only share personal information where there is a lawful reason to do so and where appropriate safeguards are in place.
Depending on the circumstances, this may include sharing information with:
Service providers who help us operate our organisation
Professional advisers
Funders, where appropriate and where required for legitimate monitoring or reporting purposes
Partner organisations where this is necessary to deliver an activity or service and there is a lawful basis
Emergency services where necessary
Safeguarding organisations or authorities where necessary
Government bodies or regulators where we are legally required to do so
Law enforcement agencies where legally required or permitted
Where possible, we will tell you when your information will be shared.
We will only share the information that is necessary for the particular purpose.
16. Sharing information with project partners
Some of our projects are delivered in partnership with other community organisations, funders or local organisations.
Where personal information needs to be shared as part of a project, we will consider:
Why the information needs to be shared
Whether there is a lawful basis for sharing it
What information is actually necessary
Who needs to receive it
How it will be protected
How long it will be retained
Where appropriate, we will put written agreements in place with project partners covering data protection responsibilities.
17. How long we keep your information
We will not keep personal information for longer than is reasonably necessary for the purpose for which it was collected, unless we are required to retain it by law or for another legitimate purpose.
Examples include:
Newsletter information
We will keep you on our mailing list until you unsubscribe or we otherwise determine that the information is no longer required.
Event information
We will keep booking and registration information only for as long as necessary to administer the event, meet safeguarding or legal requirements and, where appropriate, complete project reporting.
Volunteer information
We will retain volunteer information for the period necessary to manage the volunteering relationship and for a reasonable period afterwards where there is a legitimate reason to do so.
Emergency contacts
Emergency contact information will normally be deleted when the volunteering relationship ends or when the information is no longer needed.
Financial and donation records
We will retain these for the period required by applicable accounting, tax, legal and funding requirements.
Project monitoring and evaluation
We may retain information needed to demonstrate the impact of our work to funders or evaluate our activities. Where possible, information will be anonymised so that individuals cannot be identified.
We will review our records regularly and securely delete, destroy or anonymise information that we no longer need.
18. Your rights
Under UK data protection law, you have a number of rights relating to your personal information.
Depending on the circumstances, these include the right to:
Ask us what personal information we hold about you
Ask us for a copy of your information
Ask us to correct inaccurate or incomplete information
Ask us to delete your information where there is no good reason for us to continue processing it
Ask us to restrict how we use your information in certain circumstances
Object to certain types of processing
Ask for your information to be transferred to another organisation in certain circumstances
Withdraw your consent where we rely on consent to process your information
Complain about how we have used your information
These rights are not absolute and there are circumstances where the law allows or requires us to retain or continue using information.
19. How to request access to your information
If you would like to know what personal information we hold about you, you can contact us at:
Email: hello@dyfidiary.org
Please provide enough information for us to identify you and understand what information you are requesting.
We may need to verify your identity before providing personal information to you.
We will normally respond to a valid request within one month, although this can be extended in certain circumstances permitted by law.
20. Keeping your information accurate
We want the information we hold about you to be accurate and up to date.
If your contact details or other personal information change, please let us know.
You can contact us at:
21. If you change your mind
If you have given us consent to use your information for a particular purpose, you can withdraw your consent at any time.
For example, you can unsubscribe from our newsletter by using the unsubscribe option included in our emails or by contacting us directly.
Withdrawing consent does not affect the lawfulness of processing that took place before you withdrew your consent.
22. Data breaches
We take steps to prevent personal data breaches.
If we become aware that personal information has been accidentally lost, disclosed, accessed or used without authorisation, we will assess the incident and take appropriate action.
Where required by data protection law, we will report the breach to the Information Commissioner's Office and/or inform affected individuals.
23. Children's information
Some of our activities may involve children and young people.
Where we collect personal information about children, we will take additional care to ensure that it is collected, used and stored appropriately.
Where appropriate, we will seek consent from a parent or guardian and follow our safeguarding procedures.
We will only collect information that is necessary for the activity or purpose concerned.
24. International transfers
Some of the technology services we use may involve personal information being processed outside the United Kingdom.
Where this happens, we will ensure that appropriate safeguards are in place as required by UK data protection law.
25. Complaints
We hope that you will contact us first if you have concerns about how we have handled your personal information, so that we have an opportunity to resolve the issue.
You can contact us at:
You also have the right to complain to the UK's data protection regulator:
Information Commissioner's Office (ICO)
The ICO provides information about your data protection rights and how to make a complaint.
ICO website: https://ico.org.uk/
26. Changes to this Privacy Policy
We will review this Privacy Policy at least annually and whenever there are significant changes to the way we collect or use personal information.
The latest version will be made available through our website.
Last reviewed: August 2026
Next review: August 2027
27. Contact us
If you have any questions about this Privacy Policy, your personal information or how we use it, please contact:
Taj Mahal Community Hub
Email: hello@dyfidiary.org
We will aim to deal with your enquiry promptly and respectfully.
Our commitment
Taj Mahal Community Hub is committed to treating people's personal information with care and respect.
We will collect only what we need, use it responsibly, keep it secure, and remove it when we no longer have a good reason to keep it.
We want everyone who engages with our community to feel confident that their information is treated with the same care and respect that we seek to show to our community as a whole.