Malayalee Association of Southampton ("the Association", "we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

The Malayalee Association of Southampton is a community-based, non-profit organisation formed to promote cultural, social, and community activities for Malayalees and the wider community in and around Southampton.

We may collect and process the following types of personal information:

• Name
• Contact details (email address, phone number, postal address)
• Membership details
• Event registrations and participation details
• Volunteer information
• Payment information (where applicable, such as membership fees or event fees)
• Photographs and videos taken during Association events

We collect personal information when you:

• Apply for or renew membership
• Register for events or activities
• Volunteer for Association activities
• Contact us via email, social media, or other communication channels
• Participate in Association events where photos or videos are taken

We use your personal information to:

• Manage membership records
• Communicate about events, meetings, and activities
• Organise and administer events and programs
• Manage volunteers and community services
• Process payments and maintain financial records
• Promote Association activities (including use of photos/videos, where consent is provided)
• Comply with legal or regulatory obligations

We process personal data based on one or more of the following lawful bases:

• Consent
• Performance of a contract (e.g. membership or event registration)
• Legal obligation
• Legitimate interests of the Association in running and promoting its activities

We do not sell or rent personal data to third parties. We may share information only when:

• Required by law or regulatory authorities
• Necessary to run events or services (e.g. payment processors), under strict confidentiality agreements

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse. Data is stored securely and accessed only by authorised committee members.

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements.

Under UK data protection law, you have the right to:

• Access your personal data
• Request correction of inaccurate or incomplete data
• Request erasure of your data (where applicable)
• Restrict or object to processing
• Request data portability
• Withdraw consent at any time

To exercise these rights, please contact us using the details below.

Photos and videos may be taken during Association events for promotional and record-keeping purposes. We will seek consent where appropriate, and you may request removal of any image by contacting us.

We may update this Privacy Policy from time to time. Any changes will be communicated through our official channels.

If you have any questions about this Privacy Policy or how your data is handled, 

please contact:

Malayalee Association of Southampton

Email: contact@masouthampton.org

Last updated: 23/12/2025