Introduction

At Chai and Chat Community, we are committed to protecting your privacy and handling your personal information with care, respect, and transparency.

This Privacy Policy explains:
• what information we collect,
• how we use it,
• how we store it,
• and your rights regarding your personal data.

By using our website, contacting us, attending events, volunteering, or joining our community activities, you agree to the terms outlined in this policy.

Who We Are

Chai and Chat Community is a UK-based community initiative focused on bringing people together through connection, conversation, wellbeing, and inclusive social activities.

Website: https://chaiandchatcommunity.com

What Information We Collect

We only collect information that is necessary to help us run our community activities and respond to enquiries.

Depending on how you interact with us, we may collect:
• Name
• Email address
• Telephone number
• Information submitted through contact forms
• Volunteer enquiry information
• Event registration details
• Emergency contact information (where relevant for events)
• Feedback or survey responses
• Basic website usage information through cookies or analytics

We do not intentionally collect sensitive personal information unless it is necessary for a specific activity or event and you choose to provide it.

We do not sell your personal information to third parties.

How We Use Your Information

We may use your information to:
• Respond to enquiries
• Organise and manage community events
• Contact volunteers or participants
• Send updates about upcoming activities
• Improve our website and community services
• Maintain the safety and wellbeing of participants
• Meet legal or safeguarding responsibilities where required

We will only use your information for the purpose for which it was collected.

Email Communications

If you choose to join our mailing list or provide your email address, we may occasionally send:
• Community updates
• Event announcements
• Volunteer opportunities
• Important notices

You can unsubscribe from these communications at any time by contacting us or using the unsubscribe link where available.

Event Photography and Media

Photos or videos may occasionally be taken during community events for promotional, community, or website purposes.

Where possible:
• attendees will be informed in advance,
• consent will be requested when appropriate,
• and individuals may ask not to appear in photographs or videos.

If you would like an image removed, please contact us and we will do our best to respond promptly.

Cookies and Website Analytics

Our website may use cookies or basic analytics tools to help us understand how visitors use the website and improve user experience.

Cookies are small files stored on your device that help websites function properly.

You can disable cookies through your browser settings if you prefer.

We do not use intrusive advertising or aggressive tracking technologies.

How We Protect Your Information

We take reasonable steps to keep your information secure and protected from unauthorised access, misuse, or disclosure.

This may include:
• secure passwords,
• restricted access to information,
• trusted website hosting providers,
• and secure communication platforms where possible.

However, no online system can ever be guaranteed completely secure.

How Long We Keep Information

We only keep personal information for as long as reasonably necessary:
• to fulfil the purpose it was collected for,
• to manage our community activities,
• or to meet legal and safeguarding obligations.

Information that is no longer needed will be securely deleted or destroyed.

Third-Party Services

Our website or communications may include links to third-party websites or services such as:
• social media platforms,
• email services,
• event registration tools,
• or map/location services.

We are not responsible for the privacy practices of third-party websites.

We encourage users to review their privacy policies separately.

Your Rights Under UK GDPR

Under UK data protection law, you have the right to:
• Request access to your personal data
• Request correction of inaccurate information
• Request deletion of your information where appropriate
• Withdraw consent where consent has been given
• Object to certain types of data processing
• Request restriction of processing in certain circumstances

To make a request, please contact us using the details below.

Safeguarding and Community Welfare

As a community-focused organisation, we are committed to creating a respectful, inclusive, and safe environment for all participants.

In rare circumstances, information may be shared where necessary:
• to protect someone’s safety,
• to respond to safeguarding concerns,
• or where required by law.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our activities, website, or legal responsibilities.

The latest version will always be available on our website.

Contact Us

Chai and Chat Community
Website: https://chaiandchatcommunity.com

Email: Hello@chaiandchatcommunity.com
Location: Solihull, United Kingdom