Data Protection Policy

1. Introduction 

This policy outlines Embark2’sresponsibilities under the Data Protection Act 2018. It explains each of the data protection principles, rights, and our obligations. The members responsible for compliance with this policy are John Webb and Diane Richardson, who will keep a list of all the systems used to process Embark2 members’ data. The policy, and the systems used, will be reviewed each year.

2. Data protection principles 

Members’ data will be: 

  1. Collected and processed only for specific purposes. 
  1. Accurate and, where necessary, kept up to date. 
  1. Kept generally for no longer than the processing of it requires. However, it may be kept for longer periods if this is required by law, in the public interest or to safeguard individuals’ rights and freedoms. 
  1. Stored on secure computer systems, using modern, up-to-date software, and protected against unauthorised or unlawful processing and against accidental loss, destruction, or damage.  
  1. Accessed only by authorised people (using both physical and electronic means.) All our administrators receive annual data protection/GDPR training. 
  1. Processed fairly, lawfully and in a transparent way.  
  1. Deleting of personal data will be done in such a way that it is irrecoverable. 
  1. Back-up and disaster recovery solutions are kept in place. 
  1. All your personal data is processed by our administrators in the UK. However, for 

the purposes of IT hosting and maintenance, your information may be situated outside of the European Economic Area (EEA). This will be done in accordance with guidance issued by the Information Commissioner’s Office (ICO) *. 

  1. In the event of a breach of security leading to the destruction, loss, alteration, unauthorised disclosure of, or access to personal data, Embark2will promptly assess the risk to members’ rights and freedoms and if appropriate report this breach to the ICO *. 

3. Members’ rights 

3.1 Members have:  

  1. The right to access their personal data. Any requests to do so will be dealt with in a timely manner. 
  1. The right to be informed. Embark2’s Privacy Policy outlines how we capture, store, and use your data. If you have any questions about any elements of this policy, please contact us. 
  1. The right to correct the data we hold about you. If we have information about you that is inaccurate or incomplete, you can update it via your account on your profile, or by contacting the admin team via email: enquiries@embark2.co.uk. 
  1. The right to revoke your consent to us processing your data, by contacting the admin team as above. 

3.2 For more information on your individual rights, please see Guide to the UK General Data 

Protection Regulation (UK GDPR).  https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/ 

4. Your personal data 

4.1 Why do we collect your personal data? 

We use your personal data to keep in touch with you, and to administer your embark2membership, which may involve: 

  • Sending your membership welcome email when you join. 
  • Getting in touch if there are issues with your membership  
  • Any problems concerning the code of behaviour. 
  • Sending you information regarding holiday and event bookings. 
  • Sending you our monthly Newsletter.  
  • To ask for your opinion about our holidays/events/activities. 

4.2 What kind of personal data do we collect and how do we collect it? 

  1. We collect basic information about you, including your name, date of birth, town or 

city, county, your postcode, email address. 

  1. As part of the registration process, we will collect the date, the cause of your partner’s 

death, the number of the death certificate and location of the registry office.

  1. We may also collect information relating to screen names and additional email addresses you use.  
  1. We may obtain information from external public sources, for example published obituaries, as part of our security checks. 
  1. We collect information about you that helps us to get to know you better. This may include information about your interests and family. 
  1. Your contributions to the web forum
  1. Records of events you’ve attended or organised.
  2. Events information:

If you are attending a holiday or an event, we will collect the following information:  

  1. Details of emergency contacts 
  2. Physical and mental health conditions 
  3. Dietary requirements 
  4. Any travel insurance details you have given us.
  5. Passport details 
  6. Special requirements 
  7. Special assistance you may require

This information will be stored for a maximum of 40 months following the end of the holiday/event. 

Effective date October 2025

Review date October 2026