Privacy Policy: Grantham Canal Society

Updated: December 22, 2025

1. Objective

This policy applies to all processing of personal data carried out by the Grantham Canal Society (GCS). Our objective is to inform our members, volunteers, donors, and website users regarding how we collect, process, and protect personal data, and to explain your rights in relation to that data.

2. Contact – How can I contact the Society?

  • Registered Address: Somersby Consulting Ltd, Unit 2 Sherbrook Enterprise, 100 Sherbrook Road, Nottingham, NG5 6AB

  • Email: socialmedia@granthamcanal.org

  • Data Controller: Grantham Canal Society (Registered Charity No. 507337)

3. How do we collect personal data?

The Grantham Canal Society collects personal data when you:

  • Complete forms on granthamcanal.org.

  • Submit a membership application or renewal (processed manually).

  • Make a donation via PayPal, cheque, or bank transfer.

  • Sign up for our newsletter.

  • Attend an event where photography is taking place.

  • Communicate with us via email, phone, or post.

4. What personal data do we collect?

  • Identity Data: Full name, title.

  • Contact Data: Email address, postal address, and telephone number.

  • Financial Data: We record details of donations and membership fees received via bank transfer, cheque, or PayPal. Note: We do not see or store your credit/debit card details when you use PayPal; this is handled entirely by their secure platform.

  • Media: Photographs taken during Society events, work parties, or along the canal.

  • Technical Data: IP address and browsing behavior via cookies.

5. Purpose – What do we use personal data for?

  • Membership Management: To manually process applications, maintain our register of members, and send out renewal reminders.

  • Donations: To record and acknowledge donations made via PayPal, bank transfer, or cheque.

  • Communication: To send newsletters and updates regarding the canal’s restoration.

  • Photography & Promotion: We use photographs of our events and activities on our website and social media to promote the Society’s work and document the canal’s history.

  • Legal Obligations: To comply with charity accounting and reporting requirements.

6. Photography and Media

The Society regularly takes photographs of activities on the canal and at public events.

  • Public Events: We may use wide-angle or “crowd” shots of events under our Legitimate Interest to promote the Society.

  • Focus Shots: Where a photograph focuses clearly on an individual or small group, we will endeavor to obtain verbal or written consent before the image is used on the website.

  • Your Rights: If you see a photo of yourself on our website that you would like removed, please contact us at [Insert Email] and we will remove it promptly.

7. Legal Basis for Processing

  1. Contract: To manage your membership.

  2. Legitimate Interest: To document our restoration progress through photography and to keep our supporters informed.

  3. Consent: For our email newsletter subscriptions.

  4. Legal Obligation: For financial record-keeping.

8. Retention – How long do we store data?

  • Membership & Financial Records: Kept for 6 years to comply with standard UK accounting and charity regulations.

  • Photography: Retained as a historical record of the Society’s work unless a request for removal is granted.

  • Marketing: Until you unsubscribe.

9. Third-Party Disclosure

We do not sell your data. We share information only with essential service providers:

  • PayPal: For processing online donations.

  • Email Services: For sending out digital newsletters.

  • Google Analytics: To monitor website performance.

10. Your Rights

You have the right to access, correct, or request the deletion of your data. You may also object to our use of your photograph on the website. To exercise these rights, please contact the Society via the details in Section 2.

11. Cookies

Our website uses cookies to improve user experience. You can choose to “Reject Non-Essential Cookies” via our cookie banner or your browser settings.

12. Approval

By using our website, you approve this Privacy Policy. Any modifications will be updated here.