This policy describes how and why Greater London Tamil Sangam (Sangam) uses your personal information, how we protect your privacy when doing so, and your rights and choices regarding this information. We promise to respect any of your personal information which is under our control and to keep it safe. We aim to be clear when we collect your information about what we will do with it.
At Sangam, we are committed to protecting and respecting your privacy. Sangam will use registered members collected information to communicate Sangam activities. This policy describes how this personal data must be collected, handled and stored to meet the Sangam’s data protection standards — and to comply with the law.
We are the data controller for the purpose of the Data Protection Act 1998 and the General Data Protection Regulation (Regulation (EU) 2016/679) (“Data Protection Legislation”).
Who are we?
We are a voluntary and community organisations promoting Tamil culture, language and heritage for public benefit.
1.2 Tamil Sangam – Contacts
You can contact Tamil Sangam by following means
- Post via communication address
- Tamil Sangam address on 7 Offord Grove, Leavesden, Watford WD25 7NF
- Nanda Kumar :+44 757 416 4244
- Social Media
- Facebook –
- Twitter –
- Youtube –
1.3 How do we collect information from you
Information you provide to us directly : You may give us your information in order to become a member, sign up for one of our events, make a donation, purchase our products, register as a volunteer, media volunteer or ambassador for us, use our information services or otherwise communicate with us.
Information you provide to us indirectly: Your information may be shared with us by third parties, for example:
- professional fundraising agencies;
- if you sign up as a volunteer for us through a Job Centre or external volunteering website;
We also may receive data about you from subcontractors acting on our behalf who provide us with technical, payment or delivery services, and from business partners, advertising networks and search/analytics providers used on our website.
Information from other sources: We obtain information about you when you use our Facebook page, become a member, register to attend one of our events or when you contact us about other services we offer, to make a donation or if you register to receive one of our email updates and communications.
1.4 What data we gather?
We collect, store and use the following kinds of personal information:
- your name;
- your contact details (including postal address, telephone number, e-mail address and/or social media identity);
- your date of birth;
- your gender;
- your bank or credit card details where you provide these to make a payment;
- if you volunteer for us or apply for a job with us, information necessary for us to process these applications and assess your suitability (which may include things like employment status, previous experience depending on the context, as well as any unspent criminal convictions or pending court cases you may have);
- information about your activities on our website(s) and about the device you use to access these, for instance your IP address and geographical location;
- information about events, activities and products which we consider to be of interest to you;
- information as to whether you are a taxpayer to enable us to claim Gift Aid;
- age, nationality and ethnicity information for monitoring purposes; and
- any other personal information you provide to us.
Certain types of personal information are in a special category under data protection laws, as they are considered to be more sensitive. Examples of this type of sensitive data would be information about health, race, religious beliefs, political views.
Wherever it is practical for us to do so, we will make why we are collecting this type of information clear and what it will be used for.
1.5 How we use this data?
Specifically, we may use data:
- provide you with the services, products or information you asked for;
- administer your donation or support your fundraising, including processing Gift Aid;
- keep a record of your relationship with us;
- respond to or fulfil any requests, complaints or queries you make to us;
- understand how we can improve our services, products or information by conducting analysis and market research;
- manage our events;
- check for updated contact details against third party sources so that we can stay in touch if you move (see “Keeping your information up to date” below);
- further our charitable objectives;
- register, administer and personalise online accounts when you sign up to products we have developed;
- send you correspondence and communicate with you;
- process applications for funding and for administration of our role in the projects we fund;
- administer our websites and to troubleshoot, perform data analysis, research, generate statistics and surveys related to our technical systems;
- testing our technical systems to make sure they are working as expected;
- contact you if enter your details onto one of our online forms, and you don’t ‘send’ or ‘submit’ the form, to see if we can help with any problems you may be experiencing with the form or our websites;
- display content to you in a way appropriate to the device you are using (for example if you are viewing content on a mobile device or a computer);
- generate reports on our work, services and events;
- safeguard our staff and volunteers;
- conduct due diligence and ethical screening;
- monitor website use to identify visitor location, guard against disruptive use, monitor website traffic and/or personalise information which is presented to you;
- process your application for a job or volunteering position;
- conduct training and quality control;
- audit and administer our accounts;
- meet our legal obligations, for instance to perform contracts between you and us, or our obligations to regulators, government and/or law enforcement bodies;
- carry out fraud prevention and money laundering checks;
- undertake credit risk reduction activities; and/or
- establish, defend or enforce legal claims.
1.6 How we keep your information safe
We ensure that there are appropriate technical and organisational controls (including physical, electronic and managerial measures) in place to protect your personal details.
1.7 Who has access to your information?
- We do not and will not sell or rent your information to third parties.
- We do not and will not share your information with third parties for marketing purposes.
- When you provide Personal Information to the Sangam, it is administered by our committee.
1.8 Your Communication Preference
You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about our events, news and development of the Sangam, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.
We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us.
1.9 Keeping your information up to date
The accuracy of your information is important to us. We may use information from external sources such as the post office national change of address database and/or the public electoral roll to identify when we think you have changed address so that we can update our records and stay in touch. We only use sources where we are confident that you’ve been informed of how your information may be shared and used.
We do this so we can continue to contact you where you have chosen to receive marketing messages from us and contact you if we need to make you aware of changes to our terms or assist you with problems with donations. This activity also prevents us from having duplicate records and out of date preferences, so that we don’t contact you when you’ve asked us not to.
We’re committed to putting you in control of your data and you’re free at any time to opt out from this activity.
We really appreciate it if you let us know if your contact details change by contacting Sangam.
1.10 Your rights
Under UK data protection law, you have rights over personal information that we hold about you. We’ve summarised these below:
- Right to access your personal information
- You have a right to request access to the personal data that we hold about you. You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply.
- Right to have your inaccurate personal information corrected
- You have the right to have inaccurate or incomplete information we hold about you corrected. If you believe the information we hold about you is inaccurate or incomplete, please provide us with details and we will investigate and, where applicable, correct any inaccuracies.
- Right to restrict use of your personal information
- You have a right to ask us to restrict the processing of some or all of your personal information in the following situations: if some information we hold on you isn’t right; we’re not lawfully allowed to use it; you need us to retain your information in order for you to establish, exercise or defend a legal claim; or you believe your privacy rights outweigh our legitimate interests to use your information for a particular purpose and you have objected to us doing so.
- Right to erasure of your personal information
- You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions, you have the right for this to be done.
- Right for your personal information to be portable
- If we are processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask us to provide it to you or another service provider in a machine-readable format.
- Right to object to the use of your personal information
- If we are processing your personal information based on our legitimate interests or for scientific/historical research or statistics, you have a right to object to our use of your information.
- If we are processing your personal information for direct marketing purposes, and you wish to object, we will stop processing your information for these purposes as soon as reasonably
- Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office (ICO).
Changes to this Policy
For any enquiries / clarifications, please contact Sangam.