Privacy Policy and UK GDPR

How REMA collects, uses and protects your personal information.

This policy is a draft. It requires review and formal approval by REMA management before publication.

Last updated: 6 August 2026.

Who We Are

This policy covers the website www.rema-online.org.uk, operated by Rotherham Ethnic Minority Alliance, REMA, Registered Charity Number 1140365, Company Limited by Guarantee 04730630, registered address The Unity Centre, St Leonards Road, Rotherham, S65 1PD. REMA is the data controller for personal information collected through this website.

REMA has not appointed a formal Data Protection Officer. Any question, concern or request about how your personal information is used should be sent to REMA using the contact details below.

Telephone: 01709 720744
Email: aakhtar@rema-online.org.uk

What Information We Collect

We may collect personal information when you fill in our contact form or volunteering expression of interest form, when you contact us by phone or email directly, or when you use one of REMA's advice or support services. Depending on how you contact us, this may include your name, email address, phone number, the service you are asking about, your volunteering interests, and any other information you choose to include in your message.

Please only include information that is relevant to your enquiry. Because REMA supports people with immigration, health, housing and other personal matters, a message may sometimes include sensitive personal information, sometimes called special category information. Please avoid including sensitive details in a general website form unless it is necessary, and speak to us directly by phone where possible if your enquiry involves sensitive information.

How We Use Your Information and Our Legal Basis

We use the personal information you provide for the following purposes.

To respond to your enquiry and provide the support or service you have requested. Our contact and volunteering forms ask you to tick a box to confirm your agreement before you can submit them, so our legal basis for this use is your consent.
To keep a record of our contact with you, where appropriate, so we can provide consistent support. Our legal basis is our legitimate interest in delivering REMA's charitable services effectively.
To operate and keep this website secure, for example preventing spam form submissions. Our legal basis is our legitimate interest in running a safe and reliable website.
To meet our legal, regulatory and safeguarding obligations, where applicable. Our legal basis is compliance with a legal obligation.

REMA does not currently send email newsletters or marketing messages, and will not use your information for marketing without your active agreement. We do not sell your personal information to third parties.

Contact and Volunteering Forms

Our contact form asks for your name, email address, an optional phone number, and your message. Our volunteering form asks for your name, email address, an optional phone number, and what you are interested in volunteering for. Both forms ask you to tick a consent box before you can submit them.

These forms are designed to send your submission by email to REMA using a third party form delivery service, which acts as a data processor on REMA's behalf and does not use your information for its own purposes. Such services are sometimes based, or may process information, outside the United Kingdom, and appropriate contractual safeguards apply where this is the case.

Who We Share Your Information With

Other than the form delivery service described above, we do not share your personal information with third parties for marketing purposes, and we do not sell your personal information. We would only share information with another organisation where necessary to provide the support you have requested, where the law requires it, or where it is necessary to protect someone's safety.

How Long We Keep Your Information

We keep personal information only for as long as necessary for the purpose for which it was collected, and to meet REMA's legal, safeguarding and regulatory obligations, after which it is securely deleted.

How We Protect Your Information

REMA uses appropriate organisational and technical measures to protect your personal information against unauthorised access, loss or misuse. No method of storing or sending information over the internet is completely secure, but we take reasonable steps to keep your information safe.

Cookies and Social Media

This website uses a small number of cookies, described fully in our Cookie Policy. Our use of cookies is governed by UK GDPR and the Privacy and Electronic Communications Regulations 2003, known as PECR. In summary, a strictly necessary cookie remembers your cookie choice, and optional cookies are only set if you agree, when embedded Facebook and X feeds load on our News page. This website does not currently use visitor analytics cookies. You can accept or reject optional cookies, and change your choice at any time, using the Cookie Settings link in the footer of every page. Rejecting optional cookies is just as easy as accepting them.

Links to Other Websites

Some pages on this website link to other organisations, for example government services or other local support organisations. Those websites have their own privacy policies, and REMA is not responsible for their content or privacy practices. Please check a website's own policy before providing personal information to it.

Under UK GDPR and the Data Protection Act 2018, you have rights over the personal information REMA holds about you. Depending on the circumstances and the legal basis we rely on, you may have the right to:

ask for a copy of the personal information we hold about you
ask us to correct inaccurate or incomplete information
ask us to delete your information in certain circumstances
ask us to restrict how we use your information
object to certain types of processing
ask for your information to be provided to you, or to another organisation, in a portable format, where this applies
withdraw your consent at any time, where our use of your information is based on consent

To exercise any of these rights, contact REMA using the details in the Who We Are section above.

How to Complain

If you are unhappy with how REMA has handled your personal information, please contact us first using the details above so we can try to put things right. You also have the right to complain to the UK's independent regulator, the Information Commissioner's Office.

Changes to This Policy

We may update this policy from time to time, for example if REMA's services, website technology or legal obligations change. Any updates will be published on this page with a new last updated date.