Data Protection Privacy Notice

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Data Protection Privacy Notice

Data Protection is the fair and proper use of information or data about people. It’s part of our basic right to privacy. This Notice explains how we will handle any personal information you give us. 

Personal data means information about living persons who could be identified directly from the details OR where someone could be identified when those details are used with other information.

Personal information includes things like; your name, your address, a photo, your date of birth, an email address, bank details, posts on social media.

Norwich Pride will collect personal information from you when you ask to be involved with the work we do. We are allowed to do this because we have a lawful purpose which is…

For volunteers like Trustees, Pride Makers, Delivery Team Leaders and members…

 (a) Consent: the individual has given clear consent for us to process their personal data for a specific purpose. We will ask for this when we respond to your request to get involved. 

For businesses, suppliers and service providers…

(b) Contract: the processing is necessary for a contract we have with the individual, or because they have asked us to take specific steps before entering into a contract.

We collect your personal information so we can plan and organise activities to support the LGBT+ community. We will need personal information so we are able…

  • to contact you about your volunteer or trustee role at Norwich Pride
  • to contact you about your participation in the Norwich Pride celebration event
  • to fulfil orders for products/services or to process invoices and receipts
  • to respond to any contact you have had with us or any complaint you have made
  • to confirm your identity and background for security and safeguarding purposes.
  • to ensure up to date information in case we need to contact someone if you are unwell.

Do you have to provide personal information to us? 

It would be impossible for Norwich Pride to maintain relationships with volunteers, suppliers, businesses and other partners without a certain amount of personal information from you. But we will only ask for the information which is necessary and we ask you to give that to us yourself so you are in charge of the accuracy. We will also ask for your consent to process the information.

In this Privacy Notice we mention the word ‘processing’ a lot. We ‘process’ personal information when we collect it; record it; store it; use it; update it; delete it or share it.

Sometimes we may also receive personal information indirectly, in the following ways:

  • We have contacted an organisation/individual/partner about a complaint you have made and it gives us your personal information when it replies.
  • Someone makes a complaint about you and includes personal information about you.
  • Whistleblowers include information about you in their reporting to us.
  • A volunteer gives your contact details as an emergency contact or a referee.

 How long do we store your data for?

We keep your personal data for 2 years. Most information will be stored electronically and will only be accessible to a limited number of people. A standard email will be sent every 2 years asking if you want to remain on our contacts lists if not your data will be deleted. Paper copies of any data will be shredded on expiry or after 2 years. NB All documents will be stored securely.

Will your personal information be passed to someone else? 

Norwich Pride will only pass your personal information to those within the organisation who need it for arranging all the activities connected to Pride. Others who may process your information are know as Data Processors. They work under the guidance of our Data Controller who is overall in charge of the personal data we collect. 

NB: Norwich Pride will not sell or pass your data to third parties for marketing purposes. 

NB: Norwich Pride does not intend to transfer your data to another country. Nor does Norwich Pride undertake automated decision-making or profiling.

Your Rights and How to Contact Us: 

Access: You can ask us for copies of your personal information. 

Rectification: You can ask us to change information you think is inaccurate or to ask us to complete information you think is incomplete. 

Erasure: You can ask us to delete your personal information in certain circumstances. NB: once your photograph is in the public domain e.g. on social media or in a publication it may not be possible to remove it

Restriction: You can ask us to restrict the processing of your data in certain circumstances. 

Object to processing: You can object to some aspects of processing, unless it is required as part of our public or legal duty e.g. safeguarding or reporting a crime.

Data portability: This only applies to data you have given us. You can ask that we transfer the information you gave us from one organisation to another, or give it to you. 

The Data Protection Controller must make sure that the processing of your data is in line with the law. Their name is Deborah Rowles.

There are two ways you can contact us if you need to ask about your personal information;

by email at

by post at 10 Cathedral St, Norwich NR11LX

Please mark your letter or email – ‘For The Data Controller’.