BICA Policies

GDPR Policy

Posted on November 10, 2018 at 6:25 AM

Basingstoke Indo Cultural Association (BICA)

Association of Indians in Basingstoke 


We take the privacy rights of our members and visitors very seriously. This privacy policy sets out how we deal with the ‘personal information’, that is, information that could identify, or is related to the identity of, an individual.

What personal information do we collect?

In order to contact our members or those who visit us at various events, we ask them to provide certain information. This includes

• Name

• Email address

• Telephone number

How do we collect this personal information?

All the information collected is obtained directly from members or visitors of the various events organised by BICA. At the point at which one provides their personal information, we will henceforth also request that they provide consent for us to store and use the data. People’s consent is required in order to ensure compliance with data protection legislation.

How do we use this personal information?  

We use the personal information stated above to contact the people informing them of various events of BICA and/or any significant updates about BICA.

We communicate with members/visitors by email, other digital methods like Whatsapp, Social Media like Facebook and by mobile telephony.

With whom do we share any personal information?

Personal information is only shared within the admins of BICA Gmail account. There may be occasional instances where the information needs to be shared with a third party due to an incident involving statutory authorities. Where it is in the best interests of the people or us at BICA and where we have a substantiated concern then consent does not have to be sought from people concerned. Other than the above exceptions, any personal information will never be shared with a third party.

How long do we keep any personal information?

We need to keep the information for as long as one wants to continue his/her association with BICA or wants to be informed about BICA events. Without proper consent any digital information will be erased from our gmail id contact database.

How can the information be updated or corrected?

To ensure that we have accurate and up-to-date information, one needs to inform us of any changes one believes we should make to the personal information we hold. One can do this by contacting us by any of the methods previously described.

If anyone would like us to check the address, email and contact information that we hold for him/herself, please let us know by emailing at

Similarly, if anyone would like us to remove their contact details from gmail contact database, please let us know by emailing at

Under data protection legislation, everyone have the right to inspect the personal information we hold about themselves. One can make a request to do so by contacting us and we will endeavour to respond within 14 working days.

How do we store any personal information?

All contact details we collect are stored in our email account contact database. We take steps to protect your personal information against loss or theft, as well as unauthorised access, disclosure, copying, use, or modification.

All email address, is held securely on the servers of our email provider, currently Gmail.

Changes to this policy

This policy may change from time to time. If we make any material changes, We will make all members/visitors whose data we will keep and make sure they are aware of them.


If you have any queries about this policy, need it in an alternative format, or have any complaints about our privacy practices, please email us at

Policy review date: Every 2 years

Next Due: May 2020

File: SC GDPR Privacy Policy May 2018

Categories: BICA Policies

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