Friends of Tower Hamlets Cemetery Park
Registered Charity No.1107136 Company No. 5233 566
Cemetery Park Lodge, Tower Hamlets Cemetery Park, Southern Grove, London, E3 4PX   www.fothcp.org

FOTHCP DATA PROTECTION AND PRIVACY STATEMENT 
Updated: September 2025

FoTHCP will abide by the General Data Protection Regulation at all times. We have notified the Information Commissioner’s Office that we as an Organisation handle personal data and have documented our justifications for this.

This statement explains how the FoTHCP collects and manages any personal information about you. This includes information that you provide to us to enable us to provide our services to you, including but not limited to membership, events, enquiries, sales of goods, etc. 

We are committed to ensuring that personal information is held fairly, lawfully and securely in accordance with relevant privacy and data protection laws. This statement explains how we use your personal information and how we will treat it. We may change this statement from time to time. 

Areas covered by this statement:

This statement tells you what to expect when the Organisation collects personal information. It applies to information we collect about people, such as:

• people who use and receive our services (such as members, event participants, those purchasing goods or tickets)
• visitors to our website
• people who contact us with an enquiry or complaint
• job applicants and our current and former employees
• Volunteers, and trustees.

What is Personal Information? 

Personal information (sometimes referred to as personal data) is any information that lets us identify a living individual from that information, either directly or indirectly. For example, basic details such as your:

• name
• address
• telephone number / email address
• date of birth
• family information
• images, personal appearance and behaviour

Some information is classed as ‘special category information’ and needs more protection because it is more sensitive. It is often information you would not want widely known and is very personal to you. This is likely to include anything that can reveal your:

• sexuality or sexual health
• religious or philosophical beliefs
• ethnicity
• physical or mental health

We may occasionally ask for permission to process ‘special category information’ under Equality Diversity and Inclusion monitoring and considerations. Users always have an option to refuse to give such information if they wish. 

Your Rights:

By law (including the General Data Protection Regulation (GDPR)), you have rights over how your data is collected, processed and stored. These are:

1. the right to be informed about how we use your personal information (or the personal information of an individual you have within your care, such as children)
2. the right to ask for access to the personal information we hold about you
3. the right to ask that your personal information is given to you, or another service provider of your choice, in a commonly used format
4. the right to ask us to stop using or to delete some or all of your information
5. to right to ask us to limit what we use your personal information for
6. the right to ask us to change personal information you think is incorrect or outdated
7. the right to withdraw consent you have previously given us to use your
   personal information
8. the right to object to automated decision making and profiling where this is used.

It also includes the right to be notified in the event of an actual or perceived reasonable assumption of a suspected data breach. 

How we use your personal information

We are the Controller for any personal information which we have collected, for example from online and paper correspondence or forms; by telephone, email, fax or in person; or when you visit our website (ie your Internet Protocol (IP) address). This means that we collect the information and decide how it is used.

We use personal information to provide and manage services effectively. We do not share personal information unless it is necessary, lawful and appropriate to do so in the circumstances.

We will always tell you why and how the information will be used. For some of our services, we need to collect personal information so we can get in touch with you, or to provide the service. Where we do not directly provide the service (such as events hosted by third parties), we may need to pass your personal information onto the people who do. These providers must keep your details safe and secure, and only use them only for the specific request

Website Cookies

Like most organisations, our website (fothcp.org) uses ‘cookies’ to perform necessary website functions (like page navigation and access to secure areas of the website). The website cannot function properly without these cookies. We also use cookies to collect information about how users access and explore our site. This data is aggregated and helps us to better plan and update our content and marketing activities.

General Principles:

We aim to collect and retain data on individuals only as much as we need to in order to satisfy governance and administration of our activities. This includes membership, supporters, visitors and volunteers, and also the needs of the local authority and government bodies (an example being proof of diversity and equality monitoring). We will only collect and retain information where we have a legitimate need to do so. 

We aim to give all personal data the appropriate levels of protection where we have legal responsibility for the data. Responsibility extends to any third-parties (e.g. online providers of services, printers and other charities we interact with). FoTHCP recognises that it is the controller for data gathered even in scenarios where we do not directly process the data.  We undertake never to release data to third parties without express written permission of each individual concerned (unless required by law). 

We undertake to outline to each individual why we are requesting data exactly what is going to happen to their information, and how it is going to be used. We undertake to retain data for only as long as necessary, and to thereafter safely dispose of data once it is no longer required for charity purposes. We remind users of their rights, including the right to opt out. 

We ensure accountability for data. We will ensure that all personal data has an accountable owner. We retain a register of risks and breaches, and monitor these. Our processes embed security controls around people, processes, and IT controls. 

Questions or Concerns

Should you have any queries about data protection policy then please contact us at – 

Cemetery Park Lodge, Tower Hamlets Cemetery Park
Southern Grove London, E3 4XP

contact@fothcp.org 
020 8983 1277