Privacy Notice

Parents Association (EOTC) Youth Group

The Parents Association of the Ethiopian Orthodox Tewahdo Church (E.O.T.C) Youth Group was established by parents who are British citizens of Ethiopian origin and residents of the UK. The Association was formed by families with common interests in creating a cohesive and safe environment for their children to enjoy, learn, and share their heritage, culture, faith, and values.

We are committed to protecting your personal information and respecting your privacy. This notice explains how we use the information we collect about parents and young people.

1. Who we are

We are a voluntary association run by parents to support children and young people of Ethiopian heritage in the UK. We organise events, cultural and religious activities, and provide opportunities for networking, learning, and community building.

2. What information we collect

We may collect:

  • Parent/guardian details (name, email, phone number, address).
  • Child/young person’s details (name, age group, school year).
  • Membership and subscription information.
  • Payment details (processed through secure third-party payment providers – we do not store bank details ourselves).
  • Any information you choose to share with us (e.g., health or dietary needs for events).

3. Why we collect your information

We collect this information to:

  • Manage membership and subscriptions.
  • Organise events, trips, and activities.
  • Communicate with parents and young people.
  • Safeguard children and ensure their wellbeing during activities.
  • Comply with our legal and safeguarding obligations.

4. Lawful basis for processing

We rely on the following legal grounds under UK GDPR:

  • Legitimate interests/contract – to manage your membership and participation in events.
  • Consent – for processing sensitive data (such as religious affiliation, health or dietary information) and for certain communications. Consent can be withdrawn at any time.

5. How we store and protect your data

  • Data is stored securely using encrypted cloud-based systems.
  • Access is restricted to authorised committee members only.
  • We do not share your information with third parties unless required by law or with your explicit consent.
  • Payments are handled by secure third-party providers (e.g., PayPal, Stripe, GoCardless). We do not store bank details ourselves.

6. How long we keep your information

  • Membership information – kept for the duration of active membership.
  • If you leave, we delete or anonymise your data within 12 months.
  • Financial records – retained for 6 years as required by law.

7. Your rights

Under UK GDPR, you have the right to:

  • Access the information we hold about you.
  • Ask us to correct or update your details.
  • Request deletion of your information (unless retention is required by law).
  • Withdraw your consent at any time.

Requests can be made by contacting us directly (see details below).

8. Contact us

If you have any questions about how we use your information, please contact:

Parents Association – EOTC Youth Group UK
[Insert official email address][Insert contact number]

You also have the right to raise a concern with the Information Commissioner’s Office (ICO) at www.ico.org.uk.