Privacy Policy
Rollesby Events
Last updated: 17 October 2026
1. Introduction
Rollesby Events is committed to respecting your privacy and protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us, make a donation through a third-party platform, create a members' account or RSVP to one of our events.
We handle personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who We Are
Rollesby Events is a community group or not-for-profit organisation that organises events and accepts donations to support its activities.
Organisation name: Rollesby Events
Contact email: Rollesbyevents@gmail.com
Website: www.rollesbyevents.co.uk / wwwrollesbyevents.com
For data protection purposes, Rollesby Events is responsible for determining how and why personal information is processed through its website and activities, where it acts as the data controller.
3. Personal Information We Collect
We may collect the following information, depending on how you interact with us.
Contact and enquiry information

• Name, email address and telephone number.

• Messages and information submitted through our website contact forms.

• Details needed to respond to your questions or requests.

Members' account information

• Name and email address.

• Account username and login information.

• Securely stored authentication information.

• Account preferences and membership-related information, where applicable.

Event and RSVP information

• Events you have registered for.

• Your attendance response.

• Guest numbers and relevant event preferences.

• Additional information you choose to provide that is necessary to organise an event.

Donation information

• Information we receive from our third-party donation platform, which may include your name, contact details, donation amount, donation date and transaction reference.

• Any donation message or preferences shared with us.

• Gift Aid information, if applicable and lawfully provided.

The information available to Rollesby Events will depend on the donation platform's settings and the choices you make when donating.
Technical information

• IP address, browser type and device information.

• Website usage information and security logs.

• Cookie information, where applicable.

We aim to collect only information that is reasonably necessary for our activities.
4. Donations Through Third-Party Platforms
Rollesby Events accepts donations through a third-party donation platform.
When you make a donation, your payment is generally processed by that platform or its payment processor, rather than directly by Rollesby Events.
The donation platform may collect payment details, contact information and other information in accordance with its own privacy policy. Rollesby Events may receive relevant donation information so that we can acknowledge donations, maintain records and administer our activities.
We may use donation information to:

• Record and acknowledge donations.

• Maintain appropriate financial and accounting records.

• Respond to donation-related enquiries.

• Administer Gift Aid, where applicable.

• Meet relevant legal and regulatory obligations.

• Investigate suspected fraudulent or unauthorised transactions where necessary.

We do not intentionally collect or store full payment card details through our website when donations are processed by a third-party provider.
Making a donation does not automatically subscribe you to marketing communications from Rollesby Events.
Please consult the privacy policy of the donation platform you use for details about how it processes your information.
5. Contact Forms and Enquiries
When you submit a contact form, we use the information you provide to respond to your enquiry, answer your questions and follow up where reasonably necessary.
We may retain correspondence for a reasonable period to manage our communications, maintain relevant records and address any follow-up matters.
Please do not submit sensitive personal information through our contact forms unless it is specifically requested and necessary.
6. Members' Area and User Accounts
Our website provides a members' area where users can create accounts and log in to access relevant information and services.
When you register, we may collect your name, email address, username and other information necessary to establish and maintain your account.
We use this information to:

• Create and administer member accounts.

• Authenticate logins and maintain account security.

• Provide access to members-only content and services.

• Communicate relevant membership information.

• Support event registration and RSVP functionality.

• Investigate suspected misuse or unauthorised account access.

You are responsible for keeping your login credentials confidential. Please notify us if you suspect that your account has been compromised.
We will retain account information while an account remains active and for a reasonable period afterwards where necessary for legitimate record-keeping, security or legal purposes.
7. Event Registrations and RSVPs
Members may use the website to RSVP to events organised by Rollesby Events.
We process RSVP information to manage attendance, plan event capacity, communicate event details and organise the delivery of our activities.
Depending on the event, this may include:

• Recording whether you plan to attend.

• Managing guest numbers.

• Sending event reminders or updates.

• Notifying attendees about changes or cancellations.

• Maintaining attendance records where reasonably necessary.

If you provide personal information about another attendee, please ensure you are authorised to share it where required.
We will not collect additional information about attendees unless it is reasonably necessary for the event or another lawful purpose.
8. How We Use Your Information and Our Lawful Bases
We process personal information only where we have an appropriate lawful basis.
Depending on the circumstances, these bases may include:
Legitimate interests: To manage our community activities, maintain website security, administer memberships, organise events and keep appropriate records, provided these interests do not override your rights.
Contract or requested services: Where processing is necessary to provide a service you have requested or to fulfil applicable contractual arrangements.
Legal obligation: Where we need to comply with applicable legal, accounting, financial or regulatory requirements.
Consent: Where you have given consent for a specific purpose, such as certain marketing communications or non-essential cookies.
We will determine the appropriate lawful basis for each processing activity. Where processing relies on consent, you may withdraw that consent at any time.
9. Sharing Your Information
We do not sell your personal information.
We may share relevant information with trusted service providers where necessary to operate our website and activities. These may include:

• Our third-party donation platform and its payment processors.

• Website hosting and technical support providers.

• Membership and account management services.

• Event registration and communication platforms.

• Email service providers.

• Accountants, professional advisers and relevant authorities where required by law.

We may also share limited attendee information with event venues or organisers where necessary to deliver an event.
Where third parties process personal information on our behalf, we take appropriate steps to ensure that suitable data protection arrangements are in place.
Some providers may act as independent controllers for their own purposes. Their processing will be governed by their own privacy information.
10. Cookies and Website Technologies
Our website may use cookies and similar technologies to support essential functionality, maintain login sessions, improve security and understand website usage.
Depending on the tools installed, cookies may also be used for analytics, preferences or marketing.
Where required by law, we will obtain your consent before placing non-essential cookies on your device. You can manage your choices through our cookie settings, where available.
Please note that disabling certain essential cookies may affect the functionality of the members' area or other website features.
11. Marketing and Communications
We may contact you about your account, donation, RSVP or other activity you have requested.
We may also send updates about Rollesby Events, our community activities and upcoming events where permitted by applicable law.
Where consent is required, we will obtain it before sending marketing communications. You can unsubscribe or withdraw your consent at any time.
Opting out of marketing will not prevent us from sending essential communications about your account, donations or event arrangements.
12. How Long We Keep Your Information
We retain personal information only for as long as reasonably necessary for the purposes described in this policy and to meet applicable legal obligations.
Our retention practices may include:

• Contact enquiries: Retained for a reasonable period after the enquiry has been resolved.

• Members' accounts: Retained while the account is active and for a reasonable period afterwards where necessary.

• Event RSVPs: Retained for event administration and any necessary follow-up or record-keeping.

• Donation records: Retained for the periods required for financial, accounting, tax or other applicable legal purposes.

• Security logs: Retained for a period appropriate to security and operational needs.

When information is no longer required, we will securely delete it or anonymise it where appropriate.
13. Data Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.
These measures may include access controls, secure account authentication, appropriate software updates and restrictions on who can access member, donor and attendee information.
No online system can be guaranteed completely secure. We encourage members to use secure passwords and to notify us promptly of suspected account security issues.
14. International Transfers
Some of our website, membership or donation service providers may process information outside the United Kingdom.
Where personal information is transferred internationally, we will take the steps required by applicable data protection law to ensure that appropriate safeguards are in place.
You may consult the relevant provider's privacy policy for further information about its international data processing arrangements.
15. Your Data Protection Rights
Depending on the circumstances, you may have the right to:

• Request access to the personal information we hold about you.

• Request correction of inaccurate or incomplete information.

• Request deletion of your personal information.

• Request restriction of certain processing.

• Object to processing based on legitimate interests.

• Object to direct marketing.

• Request data portability where applicable.

• Withdraw consent where processing is based on consent.

These rights are subject to applicable legal conditions and exceptions.
To exercise your rights, contact us using the details in Section 2. We may need to verify your identity before responding.
16. Children's Privacy
Where our events or activities involve children, we will handle their personal information carefully and in accordance with applicable law.
We will take appropriate steps to establish any necessary parental or guardian involvement and will avoid collecting children's personal information unnecessarily.
17. Third-Party Websites
Our website may contain links to external websites, donation platforms or social media services.
We are not responsible for the privacy practices or security of third-party websites. When using these services, please review their own privacy policies and terms.
18. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our activities, website functionality, service providers or legal obligations.
The latest version will be published on our website with the date of the most recent update.
19. Contact Us and Complaints
If you have any questions about this Privacy Policy or how Rollesby Events handles your personal information, please contact us:
Rollesby Events