The Rajasthani Foundation (TRF) respects your privacy and is committed to handling personal information responsibly and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This Privacy Policy explains how we collect, use, store, and protect personal information when you visit https://ourtrf.org/, contact us, apply for membership, register for events, make donations, or otherwise interact with us.
Data Controller Identity :
The Rajasthani Foundation is the Data Controller for personal data collected through this website.
Registered Charity in England & Wales : No. 1113152
Company Registration : No. 05475506 (Company Limited by Guarantee)
2. Information We Collect
Depending on how you interact with TRF, we may collect and process the following categories of personal information:
Contact information : Name, email address, telephone number, and postal address.
Membership information : Details submitted through membership applications, preferences, and related communications.
Event information : Registration details, attendance records, dietary requirements, and accessibility preferences.
Donation & Gift Aid information : Donation amounts, payment dates, transaction references, and UK taxpayer status for Gift Aid declarations. (Payment card and bank details are processed securely by authorised third-party payment providers and are not stored by TRF).
Communication information : Messages, enquiries, feedback, and correspondence sent to us.
Technical information : IP address, browser type, device details, website usage data, and cookie information collected when you visit our website.
3. How We Use Your Information
TRF uses your personal information to :
Respond to enquiries and provide requested information.
Process membership applications, maintain member records, and send member communications.
Administer events, activities, tickets, and community programmes.
Process and acknowledge donations, including claiming Gift Aid from HMRC where applicable.
Send relevant updates about our charitable work, cultural events, and fundraising, where permitted by law or based on your consent.
Maintain website security, prevent fraud, and improve website performance.
Meet applicable legal, regulatory, accounting, and tax reporting requirements.
We will not use personal information for purposes incompatible with those described above unless permitted or required by law.
4. Lawful Basis for Processing
Under UK GDPR, we process personal information under the following lawful bases :
Consent : Where you have given clear consent for us to process your personal data for a specific purpose (e.g., subscribing to a newsletter or non-essential cookies). You can withdraw consent at any time.
Contractual Necessity : Where processing is necessary to fulfill a contract or taking steps at your request prior to entering into a contract (e.g., processing membership or event registrations).
Legal Obligation : Where processing is required for compliance with UK law (e.g., tax and accounting records, HMRC Gift Aid claims, or statutory charity reporting).
Legitimate Interests : Where processing is necessary for our legitimate organisational interests in running TRF, promoting Rajasthani culture, and managing community engagement, provided these interests do not override your fundamental rights.
5. Sharing of Personal Information
TRF may share relevant personal information with trusted third-party service providers acting on our behalf, including :
Website hosting and IT infrastructure providers.
Email and communications platforms.
Event registration and ticketing management tools.
Payment processing platforms (e.g., Stripe, PayPal, or bank payment services).
HMRC (for Gift Aid claims) and professional legal or financial advisers.
We require all third-party service providers to respect the security of your data and treat it in accordance with UK data protection laws. We do not sell or rent personal information to third parties.
6. International Data Transfers
Some of our third-party service providers or cloud platforms may be located outside the UK or European Economic Area (EEA). Where personal data is transferred internationally, TRF ensures appropriate safeguards are in place (such as UK International Data Transfer Agreements, Standard Contractual Clauses, or adequacy decisions) to protect your information.
7. Data Storage, Security and Retention
TRF implements appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure. Personal information is retained only for as long as necessary to fulfill the purposes for which it was collected, including satisfying legal, accounting, or reporting obligations. For example :
Financial & Gift Aid records : Retained for up to 6 years following the end of the financial year in accordance with UK tax laws.
Membership records : Retained for the duration of active membership plus a reasonable period thereafter.
8. Cookies and Website Analytics
Our website uses cookies and similar technologies to ensure essential site functionality, remember user preferences, and analyze website traffic.
Non-essential cookies (such as analytics cookies) are only enabled after obtaining your consent via our website cookie consent banner. You can manage or update your cookie preferences at any time through our website banner or directly via your web browser settings.
9. Privacy and Personal Information
Under UK data protection law, you have the following rights regarding your personal data :
Right of Access : Request a copy of the personal information we hold about you.
Right to Rectification : Request correction of inaccurate or incomplete information.
Right to Erasure ('Right to be Forgotten') : Request the deletion of your personal data where there is no legal reason for us to retain it.
Right to Restrict Processing : Request that we temporarily suspend processing your personal data.
Right to Object : Object to the processing of your data based on legitimate interests or direct marketing.
Right to Data Portability : Request a copy of your data in a structured, machine-readable format.
Right to Withdraw Consent : Withdraw consent at any time where processing relies on consent.
To exercise any of these rights, please contact us at board@ourtrf.org.
Complaints
If you have concerns about how we handle your personal data, you have the right to lodge a complaint with the UK data protection supervisory authority:
Our website may contain links to external third-party websites or services (such as partner organisations or sponsors). TRF is not responsible for the privacy practices of external sites. We encourage you to review their respective privacy notices.
11. Children's Privacy & Safeguarding
TRF does not knowingly collect personal information directly from children without appropriate parental consent or lawful safeguard measures. Where TRF activities involve children or young people, information is processed strictly in accordance with UK data protection requirements and TRF's safeguarding procedures.
12. Changes to This Privacy Policy
We may update this policy periodically to reflect changes in our operations or legal obligations. The latest version will always be published on this page with the updated revision date.
13. Contact Us About Privacy
For any privacy-related questions, requests, or concerns, please contact :
Data Protection Contact : Dinesh Chowdhury, Trustee
Address : Sinckot House, 211 Station Road, Harrow, Middlesex, HA1 2TP, United Kingdom
Part B: Environmental Policy
1. Our Environmental Commitment
The Rajasthani Foundation recognises the critical importance of environmental stewardship and sustainability. As a UK charity dedicated to community connection and ecological projects, we are committed to minimizing our environmental impact across all our activities, events, and day-to-day operations.
2. Environmental Objectives
TRF aims to promote environmental responsibility through six core principles :
Responsible Resource Use : Encouraging energy efficiency, water conservation, and minimizing paper consumption through digital-first communication.
Waste Reduction & Recycling : Reducing unnecessary single-use items and actively encouraging reuse and recycling across all activities.
Sustainable Event Management : Prioritizing eco-friendly venues, sustainable catering, compostable materials, and efficient transport options when organizing community events.
Environmental Awareness : Supporting education and community awareness around ecological issues, climate responsibility, and sustainable living.
Community & Ecological Initiatives : Actively exploring and funding environmental and ecological projects aligned with TRF's charitable mission.
Responsible Partnerships : Considering environmental practices when working with suppliers, venue providers, sponsors, and community partners.
3. Implementation
TRF puts these principles into practice by :
Send relevant updates about our charitable work, cultural events, and fundraising, where permitted by law or based on your consent.
Avoiding single-use plastics at TRF hosted events whenever feasible.
Prioritizing digital documentation, online forms, and electronic ticketing over physical printing.
4. Governance and Responsibilities
TRF Board of Trustees : Responsible for overseeing this policy, reviewing environmental objectives, and embedding sustainable practices into organizational decisions.
Volunteers, Members, and Event Organisers : Encouraged to support eco-friendly choices in all TRF activities.
5. Review & Updates
This Environmental Policy is reviewed periodically to assess progress, incorporate new sustainable practices, and align with changing legal standards. The latest version will always be available on this page.
6. Contact Us About Environmental Matters
If you have suggestions, questions, or ideas regarding TRF's environmental commitments or ecological projects, please reach out to us:
