Privacy Policy

1. What is SouthGen?

SouthGen is a charitable community benefit society registered under the Co-operative and Community Benefit Society Act of 2014. We are a community led organisation owned by its members. Anyone can become a member by buying our shares.

Our primary charitable objective is urban and rural regeneration in an area of economic and social deprivation. This is the 13 mile geographic area in the Waveney Valley centred in Southwold and Reydon, a small rural coastal ward in north Suffolk.

SouthGen was created to save and redevelop for community uses the Old Southwold and District Hospital. But it has a broader mission of working to regenerate its geographic area by partnering with housing associations to build affordable homes especially or young people, and providing training and new economic opportunities for people across the demographic spectrum. We also work to reduce the social isolation of the elderly, young people, and families.

SouthGen has a simple mission – to create a bright future for our community. Because no community is an island unto itself, our mission is not only on behalf of our rural ward, but of all of the wards in our part of the Waveney Valley. Our vision is flourishing communities where people of all ages live, work and socialise.

2. Our commitment to your privacy

We are committed to keeping your personal details safe. This policy explains how and why we use your personal data, to ensure that you remain informed and in control of your information. First, some legal terminology.

  • ‘Data subject’: this is you. As the data subject, we respect your right to control your data.
  • ‘Data controller’: this is us, SouthGen. With your permission, we determine why and how your personal data is used (as outlined in this policy).
  • ‘Data processor’: this is a person, or organisation, who processes your data on our behalf, with your permission. For example, this might be Virgin Money, which enables you to donate easily online and efficiently collects Gift Aid Money. Or it could be MailChimp, which we use to send you information about what we are doing.

When we work with other organisations or individuals in this way, we always set up a written contract with them to protect your data. The third parties we work with at no point ‘own’ your data, so you will never hear from them independently and they will always delete your data from their systems when they have completed the task in hand.

We always send your data to partner organisations securely, to minimise the risk of it being intercepted by unknown individuals and/or organisations.

We will NEVER sell your personal data.

3. Why do we collect your personal data?

We use your personal data to keep in touch with you.

We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. The Information Commissioner’s Office refers to this as a ‘lawful basis’. Further information about why we collect your personal data is outlined below.

a) To administer your donations

We collect your personal data to administer your donations. This could involve sending you a thank you letter or getting in touch with you about Gift Aid.

b) To send you information about our work

We also collect your personal data so that we can send you information about our work that we feel will be of interest to you.

c) To enable you to volunteer with us

We collect your personal data so that we can enlist volunteers and keep in touch with them.

d) Our ethos is about helping other charities and independent businesses.

We may provide you with information about other charities’ events and to let you know about new independent businesses that you can support. Independent businesses are very important in rural areas because they support local supply chains that create jobs for everyone.

4. What kind of personal data do we collect? How do we collect it?

Basic information
We will usually collect basic information about you, including your name, postal address, telephone number, email address. We may also collect bank details for the share offer. Most of the time, we collect this data from you directly. Sometimes this is in person; other times, it is over the telephone, in writing or through an email. Occasionally we obtain information, such as your telephone number or other contact details, from external sources (only where you have given permission for such information to be shared). Sometimes we will collect other information about you such as whether you are a visitor, second home owner, or full time resident. This is to help us understand what is important to you about our community and how we can make the community flourish for you.

Our website uses ‘cookies’ to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites. 
Our cookies help us:

  • Make our website work as you’d expect
  • Remember your settings during and between visits
  • Improve the speed/security of the site
  • Allow you to share pages with social networks like Facebook
  • Continuously improve our website for you 

For more information on our Cookies Policy, please click here (see annex 1).

Sensitive personal data

We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about supporters. However, there are some situations where this might occur.

For example, if you are a volunteer then we may request extra information about you, for example:

  • personal references
  • criminal records checks
  • details of emergency contacts
  • medical conditions

We may also collect sensitive personal data in case of an accident on our premises. This information will be retained for legal reasons, for safeguarding purposes and to protect us (including in the event of an insurance or legal claim). If this does occur, we’ll take extra care to ensure your privacy rights are protected.

In the few instances where we collect sensitive personal data, we will be very clear as to why we are collecting such information, we will only do so with your specific consent and permission and we will collect the data from you directly.

Children and young people 
In line with data protection law, we will not collect, store or process your personal details if you are under 13 years of age unless we have the express permission from your parent or guardian to do so.

5. How do we store your data?


All of the personal data we process is processed 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.

Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means).

Payment security

All electronic forms that request financial data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers.

If you use a credit card to donate or purchase shares or something else online, we will pass your credit card details securely to our payment provider (Stripe; PayPal). Other payment methods (e.g. ApplePay) are handled in a similar manner.

SouthGen complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council, and will never store card details.

Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.

Data retention policy

We will only use and store information for as long as it is required for the purposes it was collected for. We continually review what information we hold, and delete what is no longer required.

6. Your rights

We respect your right to control your data. Your rights include:

  • The right to be informed
  • This privacy notice outlines how we capture, store and use your data. If you have any questions about any elements of this policy, please contact us
  • The right of access
  • If you wish to obtain a record of the personal data we hold about you,we will respond within one month
  • The right to rectification
  • If we have captured information about you that is inaccurate or incomplete, we will update it
  • The right to erase
You can ask us to remove or randomise your personal details from our records
  • The right to restrict processing
You can ask us to stop using your personal data
  • The right to data portability
You can ask to obtain your personal data from us for your own purposes
  • The right to object
You can ask to be excluded from marketing activity
  • Rights in relation to automated decision making and profiling
We respect your right not to be subject to a decision that is based on automated processing
  • For more information on your individual rights, please see the Information Commissioner’s Office.

7. Making a complaint

We take complaints very seriously. We treat them as an opportunity to improve what we do. If you have a complaint, you can contact our Management Committee directly or send an email to

8. Leaving our website

We are not responsible for the privacy practices or the content of any other websites linked to our website. If you have followed a link from this website to another website you may be supplying information to a third party.

9. Get in touch

Should you wish to find out more about the information we hold about you, or about our privacy policy, please contact us at