PRIVACY POLICY
Edo Union Leeds is committed to protecting your privacy. This policy explains what data we collect, why we collect it, how we use it, and your rights as a data subject under UK law.
Last Updated: July 2025 · Compliant with UK GDPR & Data Protection Act 2018
UK GDPR Compliant. Edo Union Leeds processes personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. Your data rights are protected.
Who We Are
Edo Union Leeds (EUL) is a non-profit community organisation registered in Leeds, West Yorkshire, United Kingdom. We are committed to protecting the privacy and personal data of our members and website visitors.
As the data controller for information you provide to us, we are responsible for how your personal data is collected, stored, and used.
Our designated contact for all data protection matters is: info@edounionleeds.com.
What Information We Collect
We collect personal information that you voluntarily provide to us when you join the Union, attend our events, or communicate with us.
Information we may collect includes:
- Full name and preferred name
- Date of birth
- Home address in the United Kingdom
- Phone number (personal or WhatsApp)
- Email address
- State of origin in Edo State, Nigeria
- Local Government Area (LGA) of origin
- Next of kin information (for welfare purposes)
- Photographs and video recordings at events
- Payment records for dues and levies
We also collect basic technical information when you visit our website, including IP address, browser type, and pages visited, through standard analytics tools.
How We Use Your Information
Your personal data is used only for legitimate community purposes and is never sold to third parties.
We use your information to:
- Maintain an accurate and up-to-date membership register.
- Communicate community news, event invitations, and welfare notices.
- Coordinate welfare support (hospital visits, bereavement, emergency aid).
- Process and track membership dues and levy payments.
- Produce our community WhatsApp group and email newsletter.
- Identify and register members for the Edo State Government I.D. Card programme.
- Share community photographs on our website and social media pages.
- Fulfil any legal obligations required of us as an organisation.
Legal Basis for Processing
Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we process your personal data on the following legal bases:
Legal bases:
- Consent — where you have given clear consent for us to process your personal data (e.g. photographs, newsletter sign-up).
- Contractual necessity — to fulfil our obligations to you as a member of the Union.
- Legitimate interests — to operate the Union effectively for the benefit of the community.
- Vital interests — to protect the wellbeing of a member in an emergency welfare situation.
Sharing Your Information
Edo Union Leeds does not sell, rent, or trade your personal information to any third party for commercial purposes.
We may share your information only in these circumstances:
- With the Edo State Government for the official I.D. Card registration programme — with your explicit consent.
- With relevant national Edo community organisations where cross-union welfare coordination is required.
- With legal authorities if required to do so by law.
- With our Secretary General, Welfare Officer, and relevant committee members for the purposes of delivering welfare support.
All persons who handle your data within the Union are bound by our confidentiality obligations.
How Long We Keep Your Data
We retain your personal data for as long as you remain a member of Edo Union Leeds and for a reasonable period thereafter.
Financial records (dues payments, levy contributions) are retained for a minimum of 6 years in accordance with UK financial regulations.
Photographs taken at events may be retained indefinitely for community archive purposes unless you request removal.
Upon resignation or termination of membership, your personal data will be removed from active records within 90 days, unless there are legitimate legal or welfare reasons to retain it.
Your Rights
Under UK data protection law, you have the following rights regarding your personal data:
Your rights include:
- Right of Access — to request a copy of the personal data we hold about you.
- Right to Rectification — to request correction of inaccurate or incomplete data.
- Right to Erasure — to request deletion of your data in certain circumstances.
- Right to Restrict Processing — to ask us to limit how we use your data.
- Right to Data Portability — to receive your data in a portable format.
- Right to Object — to object to the processing of your data in certain circumstances.
- Right to Withdraw Consent — where processing is based on consent, you may withdraw it at any time.
To exercise any of these rights, please contact us at info@edounionleeds.com. We will respond within 30 days.
Data Security
Edo Union Leeds takes reasonable technical and organisational measures to protect your personal data from unauthorised access, loss, or disclosure.
Membership data is stored securely and is accessible only to authorised officers of the Union.
Digital communications (WhatsApp, email) carry an inherent risk. We encourage members not to share highly sensitive personal information over these channels unnecessarily.
In the event of a data breach that is likely to affect your rights, we will notify you and the Information Commissioner's Office (ICO) within 72 hours.
Contact & Complaints
If you have any questions, concerns, or complaints about how we handle your personal data, please contact our data protection lead at: info@edounionleeds.com.
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:
ICO Helpline: 0303 123 1113 | Website: ico.org.uk | Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Data Protection Enquiries
To exercise your data rights or raise a privacy concern, contact us directly.
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