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Privacy Policy

We care about your rights and protect your data

Poole Heart Support Group (PHSG)

Privacy Policy


Effective Date: [01/02/2026]

At Poole Heart Support Group (PHSG), we are committed to protecting your privacy and ensuring that your personal data is handled responsibly and securely. This Privacy Policy outlines how we collect, use, store, and safeguard your personal information in compliance with the UK General Data Protection Regulation (UK GDPR).

1. Introduction

We are a not-for-profit community support group focused on providing help and friendship to members and their partners and also to others in the Poole and surrounding area who have suffered with heart problems.

This Privacy Policy applies to all personal data we collect from you, whether through paper forms, online forms, email communication, or in-person activities. By joining or participating in Poole Heart Support Group (PHSG), you agree to this Privacy Policy.

2. Data Controller

Poole Heart Support Group (PHSG) is the data controller of your personal information. Our contact details are as follows:

  • Name: Poole Heart Support Group (PHSG)
  • Contact Address: 88 Puddletown Crescent, Poole, BH17 8AN
  • Phone: 01202 250108
  • Contact Web address: www.poolehsg.org.uk/contact-us/

3. What Personal Data Do We Collect?

We may collect and process the following personal data:

  • Contact Information: Name, email address, phone numbers, and postal address.
  • Membership Information: When joining Poole Heart Support Group (PHSG) we collect the minimum of personal information from you so that we can identify you and safely provide you with access to our activities.
  • Health Information (if provided): Participants may share health-related information with us to receive appropriate support and guidance for attending exercise classes relevant to their heart conditions. This may include date of birth, partner contact number, health conditions and medications used. This information will be handled with the utmost care and only with your explicit consent.
  • Event Participation: Details of your participation in our events, such as membership registration information, exercise class attendance and payment received.
  • Data collection: we collect information when you join Poole Heart Support Group (PHSG), either directly or as a follow on to an NHS rehabilitation programme, join our Facebook Group and when you renew your membership. When we collect your personal information, we only do so when there is a clear purpose for doing so. Information will normally come direct from you but may also come from a legitimate medical third party where appropriate (e.g. GP, NHS Rehab programme) and where you will have a clear expectation that your details would be passed on by them for these purposes.

4. How We Use Your Personal Data

We use your personal data for the following purposes:

  • To communicate with you: This includes sending PHSG magazines, email newsletters, updates, and invitations to events or activities organized by PHSG.
  • To manage your membership or participation: This includes processing membership applications, managing exercise classes, or coordinating other activities.
  • To improve our services: We may use your data to enhance our support activities and events, ensuring they meet your needs and help keep members safe.
  • To comply with legal obligations: We may need to retain certain personal data for legal or regulatory purposes, such as financial record-keeping.

5. Lawful Basis for Processing Your Data

We process your personal data based on the following lawful grounds:

  • Consent: When you give us explicit consent (e.g., agreeing to receive newsletters or updates).
  • Contractual necessity: To manage membership, donations, or your participation in PHSG activities.
  • Legitimate interests: To ensure the smooth running of our services and activities, such as exercise classes and event organization.
  • Legal obligation: In some cases, we are required to retain data to comply with legal or regulatory obligations.

6. How We Store Your Data

We take appropriate measures to securely store your personal data. This data may be stored electronically on secure servers, and any paper-based information will be kept in locked, secure locations as appropriate. We will not retain your data longer than necessary and will delete or anonymize it once it is no longer required.

7. Your Rights Under UK GDPR

Under the UK GDPR, you have the following rights regarding your personal data:

  • Right to Access: You can request details of the personal data we hold about you.
  • Right to Rectification: You can ask us to correct any inaccurate or incomplete personal data.
  • Right to Erasure: You can request that we delete your personal data in certain situations.
  • Right to Restriction: You can ask us to limit the processing of your data in certain circumstances.
  • Right to Object: You can object to the processing of your data, particularly for direct marketing purposes.
  • Right to Data Portability: You can request your data in a machine-readable format to transfer it to another organization.

If you wish to exercise any of these rights, please contact us using the details provided above.

8. Sharing Your Data

We do not share, give, sell or otherwise pass on your personal data with third parties except in the following cases:

  • With your consent: We will share your data with trusted third parties if you have provided explicit consent. If you submit pictures to be published on our website, Facebook page or magazine, your name may be displayed unless you state otherwise. Photographs or videos may be taken during our activities and may be shared on PHSG Publications or platforms (website, Facebook page) but only with your permission.
  • Service Providers: under exceptional circumstances we may share your data with third-party service providers e.g. emergency services should a medical event occur at one of our activities.
  • Legal Compliance: We may disclose your data if required by law or to protect our legal rights.
  • Other: our Website/Facebook page may include links to other websites not owned or managed by us and as such we are not responsible for any information you choose to share with these. Please consult the Privacy Policy of any external website or social media page you link to.

9. Cookies

We may use cookies on our website to improve your experience. Cookies are small text files that help us understand how you interact with our site. You can control cookies through your browser settings.

10. Security

We implement reasonable technical and organizational measures to protect your personal data. However, please note that no method of transmission over the internet is 100% secure, and we cannot guarantee the absolute security of your data.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. Any changes will be communicated to you, and the updated policy will be posted on our website with the effective date.

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights regarding your personal data, please contact us using the information at: