Privacy policy

Last updated 06 April 2026

Dear Girls Club CIC ("we", "us", "our") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all members, volunteers, event participants, website users, and anyone who interacts with our community or services.

1. Who we are

Dear Girls Club CIC
A Community Interest Company registered in Scotland
Email: hey@deargirls.co.uk

We act as the Data Controller, meaning we are responsible for deciding how your personal information is used.

2. What personal data we collect

We may collect the following types of personal data depending on your interaction with us.

Members & event participants

  • Name

  • Email address

  • Phone number

  • Emergency contact details (if required for certain events)

  • Social media handles (if voluntarily shared)

  • Photos and video from events (only with consent)

Letter Club members (membership programme)

  • Name

  • Email address

  • Postal address

  • Payment details (processed securely via Squarespace)

Letter club & community submissions

  • Name (as provided in the submission form)

  • Email address

  • Any content submitted, including artwork, writing, stories, or other creative material

Volunteers

  • Name

  • Contact details

  • Application information

  • Skills and experience

  • References (if applicable)

  • Any safeguarding or legal documentation required for specific roles

Website & online interactions

  • IP address

  • Browser information

  • Cookies and analytics data (e.g. page views, interactions)

We do not intentionally collect sensitive data unless necessary and explicitly consented to (e.g. accessibility requirements or allergies for event safety).

3. How we use your data

We use your personal data to:

  • Manage memberships and communication

  • Process and fulfil membership programme sign-ups and associated perks

  • Organise and run events

  • Provide updates, newsletters, and community information

  • Respond to enquiries

  • Recruit, manage, and communicate with volunteers

  • Ensure safety and safeguarding at events

  • Improve our website and services

  • Keep internal records required for running a CIC

We will only use your data when we have a lawful basis, such as your consent, contractual necessity (e.g. event participation or membership), legitimate interests (community management), or legal obligations (e.g. safeguarding compliance).

4. Community submissions & user content

If you submit content to Dear Girls Club through our submission form (including artwork, stories, letters, or other creative material), you are consenting to us storing that content and potentially sharing it on our website, social media channels, or other community platforms.

Submissions are managed via Elfsight and our business Gmail account. By submitting content, you confirm that you own it or have the right to share it, and that you are happy for it to be used by Dear Girls Club in the ways described above.

If you would like your submission removed at any point, please contact us at hey@deargirls.co.uk and we will action this as quickly as possible.

5. Sharing your data

We only share your data when necessary and with trusted parties, such as:

  • Squarespace (membership management and payment processing)

  • Elfsight (community submission forms)

  • Email and communication service providers

  • Safeguarding authorities, only if legally required

  • Professional advisors (e.g. accountants for CIC reporting)

We do not share your personal data with partner businesses as part of the membership programme. Any perks or offers from our partners are facilitated by us directly.

We never sell your data.

6. How we store your data

Your data is stored securely using password-protected systems and reputable third-party platforms. We keep personal data only for as long as necessary:

  • Member contact information: while you remain active or subscribed

  • Membership programme data: for the duration of your membership

  • Community submissions: until you request removal

  • Volunteer records: for the duration of your volunteer relationship

  • Event data: typically up to 12 months

  • Legal and safeguarding data: as required by law

7. Your rights under GDPR

You have the right to:

  • Access your personal data

  • Correct inaccurate information

  • Request deletion ("right to be forgotten")

  • Withdraw consent at any time

  • Object to processing

  • Request data portability

  • Restrict processing

  • Raise a complaint with the ICO (Information Commissioner's Office)

To exercise any of these rights, contact us at hey@deargirls.co.uk.

8. Cookies & website tracking

We may use cookies to improve your browsing experience, analyse website traffic, and understand user interactions. You can control cookie settings through your browser at any time.

9. Photography & media consent

We may take photos or videos during events. We will always ask for consent, allow you to opt out, and respect your preferences. If you would prefer not to be photographed, let us or your event host know at any point and we will make sure to keep you out of the shots.

If you withdraw consent after an event, we will remove any identifiable images where feasible.

10. Changes to this policy

We may update this Privacy Policy occasionally. The latest version will always be available on our website. Significant updates will be communicated directly to members and volunteers.

11. Contact us

If you have any questions about this Privacy Policy or how we handle your data, get in touch at hey@deargirls.co.uk

This policy applies to all services offered by Dear Girls Club CIC, including events, the membership programme, the Letter Club, and community submissions.