Queens Award for Voluntary Service

The Fairfield Association Privacy Policy


The Fairfield Association is committed to protecting any personal information that we collect concerning you.

This Privacy Policy gives you detailed information on why we collect your personal information, how we use it and how we keep it secure. It reflects the requirements of the General Data Protection Regulation (GDPR) which became effective on 25 May 2018.

Aside from helping us run the Society effectively, the information you share with us ensures that you can enjoy your membership by giving you, for example, information about events and activities that the Society is organising which may interest you.

The Fairfield Association, which is the data controller of your personal information, is a charity registered with the Charity Commission for England and Wales (Charity Registration Number: 1058030).

Our contact details 

Name: Hilary Short

Sunnyside Close,


The type of personal information we collect 

We currently collect and process the following information:

  • Name
  • Address
  • Phone Number (optional)
  • Email
  • Specific activities, e.g. baking cakes, delivering newsletters, that you have offered to be involved in.

How we get the personal information and why we have it

The personal information we process is provided to us directly by you for one of the following reasons:

  • You have become a member of the Fairfield Association.
  • You have become a Fairfield Association Friend.
  • You have signed up for a mailing list about the activities of the Fairfield Association.
  • You have volunteered to help with activities organised by the Fairfield Association.

We use the information that you have given us in order to:

  • Inform you about events and activities organised by the Fairfield Association.
  • Provide statistics to grant-giving bodies on the number of local members the Fairfield Association has. We only provide the number of local members, not any personal information.

We do not share your personal information with any other group or organisation. If you have expressed an interest in a particular activity, we will provide your name and contact details to the member of the Fairfield Association responsible for that activity so that they can contact you about it.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: 

Your consent: You are able to remove your consent at any time. You can do this by contacting: Andrew Brennand, Membership Secretary,

How we store your personal information 

Your information is securely stored. 

We use Membermojo to store and process your information. Your data is stored on servers in a modern, secure, purpose built data centre in the UK.

Our Membermojo mailing list sends email to each member individually. A member receiving email cannot see other member addresses.

You can read the full Membermojo General Data Protection Regulation Statement and Membermojo Privacy Statement.

We store a back-up copy of your personal information in a database in the cloud on the Fairfield Association Google Workspace Account. Unlike personal Google accounts, organisational Google Workspace accounts ensure your data is stored in strict compliance with General Data Protection Regulations, and Google does not collect or use data in Google Workspace services for advertising purposes. For more information read Google’s Privacy in Google Workspace and Cloud.

Access to the data in both Membermojo and Google Workspace is strictly limited to a very small number of people in the Fairfield Association, such as the membership secretary, the treasurer and the Friends organiser, who need this to carry out their roles.

If you pay you make a donation by standing order, cheque or direct bank transfer we keep a record of the amount you donated and the date, but do not request or hold any bank details.

If you make an online payment using Paypal or Stripe, your payment will go directly to our account. We do not hold your card details and neither does Membermojo.

We will check with you every five years if you still wish to be a member of the Fairfield Association. If you do not, we will permanently delete the information we hold.

Your data protection rights

Under data protection law, you have rights including:

Your right of access

You have the right to ask us for copies of your personal information. 

You can also personally access that information yourself at: You do not need a password to sign in. If enter your membership email address, you will be sent some simple instructions explaining how to login.

Your right to rectification

You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

You can also do this yourself by logging in to membermojo as described in the section above.

Your right to erasure

You have the right to ask us to erase your personal information. We will ensure that all your information is completely and permanently deleted from all our systems within one month of receiving your request.

Your right to restriction of processing

You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing

You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability

You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

Detailed guidance to these rights can be found on the Individual rights – guidance and resources pages of the Information Commissioner’s Office.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at:

Michael Sheppard – Data Protection Officer 


You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane




Helpline number: 0303 123 1113

Information Commissioner’s Office website