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Privacy Policy

York Unlocked collects a limited amount of personal information from website visitors, newsletter subscribers, donors, people making event bookings, volunteers, participating organisations and people who contact us. We use this information to administer event bookings, process donations, send requested news and event updates, respond to enquiries and organise York Unlocked activities.

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York Unlocked is the data controller responsible for the personal information described in this policy. You can contact us at info@york-unlocked.org.uk

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This policy sets out why we collect personal information about individuals and how we use that information.  It explains the legal basis for this and the rights you have over the way your information is used.

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We collect only the personal information that is reasonably necessary for the purposes described in this policy. We handle personal information in accordance with the UK GDPR and Data Protection Act 2018 and take appropriate steps to keep it secure and confidential.

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If the information we hold about you is inaccurate or incomplete, or you wish to ask us to change how it is used, please contact us. We will respond in accordance with applicable data protection law.

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We do not sell or rent your personal information. We may share it where necessary with organisations that provide services to York Unlocked, including our website provider, payment provider, booking provider, email and newsletter providers and IT service providers. We may also disclose information where required by law.

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Some of our service providers may store or process personal information outside the United Kingdom. Where this involves a restricted international transfer, the transfer will be protected through an applicable UK adequacy regulation or appropriate contractual and organisational safeguards approved under UK data protection law.

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You may contact us at info@york-unlocked.org.uk for further information about the safeguards used for international transfers.

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We keep this privacy policy under regular review and update it when our activities, service providers or use of personal information materially change. If you have questions about this policy or your personal information, please contact our Privacy Contact using the details below.

Contacting Us About Data Protection

York Unlocked’s Privacy Contact is Lesley Dolben. Questions about this policy, the personal information we hold or the exercise of your data protection rights can be sent to: Email: info@york-unlocked.org.uk

Data Protection Principles

York Unlocked fully supports ‘the spirit and the letter’ of data protection as follows:
 

  • Adequate, Relevant and Limited. We collect only the personal information that is reasonably necessary for our stated purposes. We provide appropriate privacy information when personal information is collected, including through this policy and notices associated with relevant forms and services.

  • ​Used for Specified Purposes. Personal information is used for the purposes described when it is collected, for compatible administrative purposes, or where another use is permitted or required by law.

  • Processed Lawfully, Fairly and Transparently.  We operate a clear and transparent approach to obtaining and processing data (without any hidden objective or motive) whilst being in compliance with the law at all times.

  • Stored For No Longer Than Necessary and Kept Securely. We retain personal information only for as long as it is needed for the purpose for which it was collected, or to meet a legal, accounting or regulatory requirement. We use appropriate technical and organisational measures to protect personal information. Access is limited to authorised trustees, staff members, volunteers and service providers who require it for their work.

  • Your Data Protection Rights

    • Depending on the circumstances, you may have the right to:

    • request access to the personal information we hold about you;

    • ask us to correct inaccurate or incomplete information;

    • ask us to erase your personal information;

    • ask us to restrict how we use your information;

    • object to certain uses of your information;

    • receive certain information in a portable format; and

    • withdraw your consent at any time where we rely on consent.


​You have the right to object at any time to the use of your personal information for direct marketing. If you object or unsubscribe, we will stop sending marketing communications to you.
 

These rights are subject to the conditions and exemptions contained in data protection law. Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn.
 

To exercise any of these rights, please contact the York Unlocked Privacy Contact at info@york-unlocked.org.uk

Our Legal Basis for Collecting & Processing Personal Data

The lawful basis we use depends upon why we are processing your personal information:
 

Consent – We rely on your consent when you choose to subscribe to our newsletter or agree to receive other optional news and event communications. You may withdraw your consent at any time by using the unsubscribe link in an email or contacting us.


Contract and steps requested before entering into a contract – We may use your information where it is necessary to administer an event booking or provide another service that you have requested, even where no payment is required.


Legitimate interests – We may use personal information where this is reasonably necessary to respond to enquiries, administer donations, organise events, manage volunteers, work with participating venues and organisations, maintain the security of our website and systems, and manage York Unlocked’s activities. We consider whether these interests are proportionate and whether they affect your rights and interests.


Legal obligation – We may retain and use information where this is necessary to meet accounting, taxation, regulatory or other legal requirements.

What, How and Where We Collect Your Personal Data

We collect personal information when you provide it to us, including when you subscribe to our newsletter, make an event booking, make a donation, contact us, volunteer, participate in an exhibition or competition, or represent a participating venue, sponsor or other organisation.
 

Depending upon your interaction with us, the information may include your name, email address, telephone number, postal address, booking details, donation information, volunteering information, details of the organisation you represent and correspondence with York Unlocked.

Where you subscribe only to the York Unlocked newsletter, we normally collect your email address together with information recording when and how you subscribed.

​Donations through PayPal

Donations made through links on the York Unlocked website are processed by PayPal. York Unlocked does not directly collect or retain your payment-card or bank-account details.
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PayPal may provide York Unlocked with information connected with the donation, such as your name, email address, postal address where supplied, donation amount, date of donation, transaction reference and other information that you choose to provide. PayPal processes payment information in accordance with its own privacy statement.

We may collect personal information:

  • when you subscribe to the York Unlocked newsletter;

  • when you complete a form on our website;

  • when you make an event booking through York Unlocked or a third-party booking provider;

  • when you make a donation through PayPal;

  • when you contact us by email, telephone, post or another communication channel;

  • when you enter an exhibition, competition or other York Unlocked activity;

  • when you volunteer to assist York Unlocked;

  • when you represent a participating venue, building owner, sponsor or other organisation; and

  • automatically through essential website technologies and, where permitted, analytics technologies.

Who Has Access To Your Data

Only authorised York Unlocked trustees, staff members and volunteers may access your personal information where this is necessary for their role.
 

We may also use organisations that provide services to us, including:

  • Wix, which hosts and supports our website;

  • PayPal, which processes donations;

  • our event booking or ticketing provider;

  • our email and newsletter service providers;

  • website analytics providers, where these have been enabled with the appropriate consent;

  • IT support and data-storage providers; and

  • professional advisers or public authorities where disclosure is legally required.


These organisations receive only the information reasonably required to provide their services. Some providers, including PayPal, also process personal information in accordance with their own privacy notices.

We do not sell or rent personal information to other organisations.

Website Information and Cookies

When you visit our website, Wix and other authorised website service providers may automatically process technical information such as your Internet Protocol address, browser type, device information, pages visited and the date and time of your visit.

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Our website uses essential cookies and similar technologies that are necessary for it to operate. Where we use analytics or other non-essential technologies, these will be activated only in accordance with the choices made through our cookie banner.

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You can accept or reject non-essential cookies and manage your choices through the cookie banner and cookie settings available on our website. The cookie settings provide information about the categories of cookies used and their purposes.

How We Keep Your Information Safe

York Unlocked uses appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
 

These measures include, where appropriate:

  • limiting access to people who require the information for their role;

  • password-protected accounts and systems;

  • appropriate security settings and access controls;

  • the use of established website, payment, booking and email service providers;

  • guidance for trustees, staff members and volunteers who handle personal information;

  • appropriate backup and recovery arrangements; and

  • secure deletion or disposal when information is no longer required.
     

No method of electronic transmission or storage can be guaranteed to be completely secure. We nevertheless take reasonable and proportionate steps to protect the information entrusted to us.

Keeping Your Information Up To Date

We appreciate it if you let us know if your contact details change.  Please contact the department that you originally supplied your personal data to, or if experiencing any difficulty, the Data Protections contacts.

Newsletter

When you subscribe to the York Unlocked newsletter, we collect and use your email address to send you York Unlocked news, event information, booking announcements and related updates.
 

Our lawful basis for sending the newsletter is your consent. Subscribing to the newsletter is optional and is not a condition of making an event booking, donation or enquiry.
 

We do not sell or rent newsletter information. We may provide your email address to our website, email or newsletter service providers where this is necessary to distribute and manage the newsletter.
 

You may unsubscribe at any time by selecting the unsubscribe link included in newsletter emails or by contacting info@york-unlocked.org.uk. After you unsubscribe, we will stop sending newsletter communications.
 

We may retain a minimal suppression record showing that you unsubscribed. This allows us to respect your preference and helps prevent your email address from being added to the newsletter again without a new subscription.
 

We retain your newsletter information while you remain subscribed. We periodically review the mailing list and remove information that is no longer required.

How Long We Keep Your Information

We retain personal information only for as long as it is required for the purpose for which it was collected and to meet any applicable legal, accounting or regulatory requirements.
 

As a general guide:

  • newsletter information is retained while you remain subscribed;

  • a minimal suppression record may be retained after you unsubscribe;

  • event booking information is normally retained for up to 12 months after the relevant event;

  • donation and accounting records are retained for the period required by applicable accounting, taxation and charity law, normally six years

  • unsuccessful or completed enquiries are deleted when they are no longer reasonably required; and

  • volunteer, participating venue, sponsor and organisational contact information is reviewed periodically and retained while the relationship remains active or the information continues to be required.


We may retain information for longer where this is necessary to establish, exercise or defend a legal claim, respond to a complaint, meet a safeguarding requirement or comply with the law.

Making a Complaint

If you are concerned about how York Unlocked has collected or used your personal information, please contact our Privacy Contact at info@york-unlocked.org.uk so that we can investigate the matter.
 

You also have the right to complain to the Information Commissioner’s Office, the United Kingdom’s independent data protection regulator. You can submit a complaint through the Information Commissioner’s Office website or telephone 0303 123 1113.


Last updated: 5 August 2026
 

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