One Voice York Privacy Policy

At One Voice York, we are committed to maintaining the trust and confidence of people who share their data with us. If you have any questions about this Policy, please do get in touch with us at the email address below.

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the GDPR).

Who are we?

One Voice York is the data controller (contact details below), which means that it decides how your personal data is processed and for what purposes. The Co-Chair of Trustees is the Data Protection Officer.

How do we process your personal data?

One Voice York complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. 

We use your personal data for the following purposes: 

  • To administer membership records

  • To fundraise and promote the interests of the One Voice York charity

  • To manage our employees and volunteers

  • To maintain our own accounts and records (including the processing of gift aid applications)

  • To manage events

  • To inform you of news, events, activities and services run by One Voice York, members of the One Voice network, or other organisations where we think this would be of interest.

  • For research purposes within the No One Left Behind project. As part of mapping of faith-led social action work in York, we will collect names and contact details of church leaders and other social action leaders. We do this from publicly available sources or directly with consent.

What is the legal basis for processing your personal data?

Explicit consent of the data subject so that we can keep you informed about news, events, activities and services.

Processing is necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, a collective agreement, or for the legitimate interests of the data controller in order to carry out the objectives of the charity.

Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other members of One Voice York in order to carry out a service to other members or for purposes connected with the charity.

We do not disclose your data to a third party without consent unless required to do so by law. 

How long do we keep your personal data?

We will keep your personal data only for as long as we consider it necessary to carry out the activity for which we have collected it. 

Any personal data which is subject to statutory requirements e.g. accounting data, HMRC notifications etc will be held for the time required by law and then removed. If there is no statutory requirement, we will delete data after 3 years if we have had no further contact with you. If you make a request to be forgotten, we will remove your data.

Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: 

  • The right to request a copy of your personal data which One Voice York holds about you

  • The right to request that One Voice York corrects any personal data if it is found to be inaccurate or out of date

  • The right to request your personal data is erased where it is no longer necessary for One Voice York to retain such data

  • The right to withdraw your consent to the processing at any time

  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable

  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing

  • The right to object to the processing of personal data, (where applicable)

  • The right to lodge a complaint with the Information Commissioner's Office.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Privacy Policy, then we will provide you with a new policy explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact the One Voice York Team at admin@onevoiceyork.org.uk or c/o St Thomas Church Hall, Lowther Street, York, YO31 7ND.

You can also contact the Information Commissioners Office on 0303 123 1113 or via email

https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

August 2025