Privacy Policy

United African Association (UAA)

Registered Charity Number: 1192725

Last updated: 20 August 2026

1.   Introduction

United African Association (“UAA”, “we”, “us” or “our”) is committed to protecting your privacy and handling your personal information responsibly, securely and transparently.

This Privacy Policy explains how we collect, use, store and protect personal information when you:

• use our website;
• contact us for information or support;
• access our services or activities;
• attend our events;
• volunteer with us;
• make a donation;
• subscribe to communications;
• work with us as a partner, funder or professional; or
• otherwise interact with UAA.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.

2.   Who We Are

United African Association is a registered charity based in Northampton. We provide community support, wellbeing activities, welfare support, food support, youth and sports activities, cultural activities, volunteering opportunities, information, advocacy and signposting.

For data protection purposes, United African Association is the data controller for personal information that we determine how and why to use.

Contact details:

United African Association

Unit F5B, Barratt House

Kingsthorpe Road

Northampton

NN2 6EZ

Email: info@uaassociation.org

Telephone: 07932 519532

Website: www.uaassociation.org

Registered Charity Number: 1192725

3.   Information We May Collect

The personal information we collect depends on how you interact with UAA.

It may include:

• your name;
• address;
• telephone number;
• email address;
• date of birth or age;
• emergency contact details;
• information about your household or family where relevant;
• information you provide when requesting support;
• attendance at UAA activities, events or programmes;
• volunteering or employment information;
• photographs, video or audio recordings where appropriate;
• donation and fundraising information;
• information provided through forms, surveys or feedback;
• correspondence with us by email, telephone, social media or other methods;
• website usage and technical information such as IP address, browser type and cookies.

Where necessary to provide support or keep people safe, we may also process more sensitive information known as special category data. This may include information about:

• health or disability;
• racial or ethnic background;
• religious or philosophical beliefs;
• sexual orientation; or
• other sensitive circumstances relevant to the support being requested.

We will only collect sensitive information where it is necessary and where we have a lawful basis and an appropriate additional condition for processing it.

4.   Information About Children and Young People

Some UAA programmes and activities involve children and young people.

We take additional care when collecting and using their personal information.

Where appropriate, we may collect:

• the child’s or young person’s name and age;
• parent or guardian contact details;
• emergency contact information;
• relevant medical, allergy, disability or accessibility information;
• activity attendance records;
• safeguarding information where necessary; and
• photographs or videos where appropriate permission has been obtained.

We will seek parental or guardian consent where required and will only collect information that is reasonably necessary to deliver activities safely and effectively.

Safeguarding information may sometimes need to be recorded or shared without consent where this is necessary to protect a child, young person or another person from harm or where we are required to do so by law.

5.   How We Collect Your Information

We may collect personal information:

• directly from you;
• through our website or online forms;
• when you telephone, email or message us;
• when you attend an event or activity;
• when you register for one of our services;
• when you volunteer or apply for a role;
• when you donate or fundraise for UAA;
• through surveys, registration forms or feedback;
• from a parent, guardian, carer or family member;
• from organisations that refer people to us, such as councils, health services, charities or community organisations;
• from professional partners where sharing is appropriate and lawful; or • from publicly available information where appropriate.

Where another organisation refers you to UAA, we will only use the information provided for legitimate purposes connected with the referral and the support we provide.

6.   Why We Use Your Personal Information

We may use personal information to:

• provide advice, information, advocacy, signposting and community support;
• assess requests for assistance;
• deliver UAA projects, activities and services;
• register participants for programmes and events;
• communicate with service users and participants;
• manage volunteers, staff and trustees;
• organise community events and activities;
• maintain appropriate safeguarding records;
• manage health and safety;
• respond to enquiries, complaints or feedback;
• administer donations and fundraising;
• comply with funder monitoring and reporting requirements;
• evaluate the effectiveness and impact of our work;
• produce anonymised statistics and reports;
• communicate news, events and opportunities where appropriate;
• promote UAA’s charitable activities;
• maintain our website;
• prevent fraud, misuse or unlawful activity;
• comply with legal, regulatory, safeguarding and financial obligations; and
• protect the rights, safety and wellbeing of our service users, volunteers, staff and wider community.

Where we provide information to funders or partners about the impact of our work, we will normally use anonymised or aggregated information wherever possible.

7.   Our Lawful Bases for Using Personal Information

Under UK data protection law, we must have a lawful reason for using personal information.

Depending on the circumstances, we may rely on:

Consent – where you have freely given us permission to use your information for a particular purpose.

Legitimate interests – where using the information is reasonably necessary for UAA to operate, provide its charitable services, communicate with people, protect its organisation or improve its activities, provided that your rights and interests do not override those interests.

Contract – where processing is necessary to enter into or fulfil an agreement with you.

Legal obligation – where we need to process information to comply with the law.

Vital interests – where processing is necessary to protect someone’s life or physical safety.

Where we process special category information, such as health or ethnicity information, we will also ensure that an appropriate additional legal condition applies. This may include explicit consent or another condition permitted by data protection law, including circumstances relating to safeguarding or protection from harm.

8.   Photographs, Videos and Social Media

UAA may take photographs or videos during community activities and events to:

• celebrate our activities;
• demonstrate the impact of our work;
• report to funders;
• promote future events;
• publish news on our website; or
• share appropriate content on UAA’s social media accounts.

Where an individual is the main subject of a photograph or video, we will obtain appropriate permission where required.

For children and young people, we will obtain appropriate parental or guardian permission where required.

Where possible, we will respect reasonable requests not to be photographed or recorded.

If you believe a photograph or video of you has been published inappropriately, please contact us at info@uaassociation.org.

9.   Email, Newsletters and Marketing

We may contact you about UAA activities, services, events, fundraising opportunities and community information where we have an appropriate lawful basis to do so.

Where consent is required, we will ask for it.

You can ask us to stop sending marketing or promotional communications at any time by contacting us or by using any unsubscribe option provided.

Essential communications relating to a service you are receiving are not considered marketing and may still be sent where necessary.

10.    Donations

If you donate to UAA, we may collect information needed to:

• process your donation;
• maintain financial records;
• communicate with you about the donation;
• claim Gift Aid where applicable;
• comply with legal and accounting requirements; and
• prevent fraud or financial misuse.

Payment information may be processed by third-party payment providers. UAA will only receive and retain the information reasonably necessary for its records.

11.    Who We May Share Information With

We do not sell your personal information.

Where necessary and lawful, we may share information with organisations such as:

• local authorities;
• NHS or health organisations;
• social care or safeguarding services;
• schools or educational organisations;
• charities and voluntary organisations;
• professional advisers;
• emergency services;
• funders;
• accountants or auditors;
• IT, website, email or cloud service providers;
• payment processors; or
• government or regulatory authorities.

We only share information where there is an appropriate reason to do so and, where possible, only share the minimum information necessary.

If we believe that someone is at serious risk of harm, information may be shared with an appropriate safeguarding organisation or emergency service without consent where the law permits or requires this.

12.    Funders and Monitoring Information

Many UAA activities are supported by charitable trusts, public bodies and other funders.

We may be required to provide monitoring information showing how funded projects have been delivered and who has benefited.

Wherever possible, this information will be provided in an anonymised or aggregated form so individuals cannot be identified.

If identifiable personal information is required, we will ensure that there is a lawful basis for sharing it.

13.    How Long We Keep Personal Information

We will not keep personal information for longer than necessary.

How long we retain information depends on:

• why it was collected;
• the type and sensitivity of the information;
• safeguarding requirements;
• contractual or funding requirements;
• financial and accounting requirements;
• insurance requirements;
• the possibility of legal claims; and
• any legal or regulatory retention requirements.

When information is no longer required, we will securely delete, destroy or anonymise it.

UAA may maintain a more detailed internal retention schedule covering different types of records.

14.    How We Protect Your Information

We take reasonable organisational and technical measures to protect personal information against:

• unauthorised access;
• accidental loss;
• misuse;
• alteration;
• disclosure; or
•  

Measures may include password protection, access restrictions, secure systems, staff and volunteer guidance, confidentiality requirements and appropriate physical security.

Only people who have a legitimate reason to access personal information should be given access to it.

15.    International Data Transfers

Some of the technology providers we use, including email, cloud storage, website, social media or other online service providers, may process information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that appropriate legal safeguards are in place as required by UK data protection law.

16.    Cookies and Our Website

Our website may use cookies and similar technologies.

Cookies are small files stored on your device which can help the website function correctly, remember preferences and provide information about how the website is being used.

Some cookies are strictly necessary for the operation of the website.

Where cookies are not strictly necessary, such as certain analytics, advertising or social media cookies, we will seek consent where required.

You can also manage cookies through your browser settings.

Where appropriate, additional information about cookies may be provided through our website cookie banner or Cookie Policy.

17.    Links to Other Websites

Our website may contain links to websites operated by other organisations.

UAA is not responsible for the privacy practices of external websites. We encourage you to read the privacy policy of any external website you visit.

18.    Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• ask us for a copy of 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 uses of your information;
• request transfer of your information in certain circumstances;
• withdraw consent where we rely on consent; and
• raise a complaint about how your information has been handled.

These rights are not absolute and may depend on the circumstances and the lawful basis on which information is being processed.

We may need to confirm your identity before responding to a request.

To exercise your rights, please contact: Email: info@uaassociation.org or write to:

United African Association

Unit F5B, Barratt House

Kingsthorpe Road

Northampton

NN2 6EZ

19.    Complaints

If you have concerns about how UAA has collected or used your personal information, please contact us first so that we have an opportunity to investigate and respond.

You also have the right to raise a concern with the UK’s independent data protection regulator:

Information Commissioner’s Office (ICO)

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline: 0303 123 1113

Further information is available from the Information Commissioner’s Office.

20.    Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

• our services and activities;
• the way we use personal information;
• technology;
• regulatory guidance; or
• data protection legislation.

The latest version will be published on our website with the date of the most recent update.

21.    Contact Us

If you have any questions about this Privacy Policy, how we use your personal information or your data protection rights, please contact:

United African Association (UAA)

Unit F5B, Barratt House

Kingsthorpe Road

Northampton

NN2 6EZ

Email: info@uaassociation.org

Telephone: 07932 519532

Registered Charity Number: 1192725