Kent Underground Research Group (KURG) holds and processes personal data about members and
subscribers. In doing so, we comply with relevant data protection legislation.

What we do with your data
We collect and process personal data in order to perform our legal duties in administering KURG,
both as a registered charity and as a not-for-profit company. We also use the data to contact
members to keep them updated with KURG’s activities.

This includes:
• notifying members of AGMs and EGMs with associated documentation
• posting of printed material such as our magazine to those who have subscribed for printed
• communicating news, conferences, visits and other events to members
• providing support data in support of Gift Aid claims

Capture of data
The data we hold is supplied by individuals on joining KURG. It is entered into the database by our
Secretary or another Committee member.

What data is processed?
The data we hold about you includes (but is not limited to):
• Full name
• Postal and email addresses
• Phone number
• BCA Number
• Year of birth
• Gender
• Gift Aid declaration

Who else processes your data?
• KURG does not pass or share personal data with anyone else for promotional or marketing
purposes. Details of Gift Aid declarations will be passed to HMRC to support Gift Aid claims.
• Contact details will be shared with the British Caving Association (BCA) to facilitate third
party liability insurance.
• Selected contact details may be circulated to fellow attendees on a KURG trip to facilitate
coordination and transport arrangements.
• Our Secretary, Treasurer and other KURG Officers have access to personal/membership data
in order to run the charity.

Storage and retention of data
• Personal data is stored in the UK. We make every effort to ensure that the systems we use
are secure and, where necessary, encrypted.
• Personal data is only retained when it is needed to service members or comply with the law.
• Where Gift Aid declarations are held then the retention period is seven years, to comply
with taxation law. • On occasion selected personal data may be downloaded or printed for use at a specific
event (eg for registration). Where this is the case, such copies will be deleted as soon as
their purpose has been served.

Protection of data
KURG makes every effort to ensure personal data is secure and protected. We do not have a specific
post of Data Protection Officer but their duties are carried out as part of the Secretary’s role.

In the event of a personal data breach (a breach of security leading to the accidental or unlawful
destruction, loss, alteration, unauthorised disclosure of, or access to, personal data.) then an
assessment will be made of the likelihood and severity of the resulting risk to peoples’ rights and
freedoms. If it’s likely that there will be such a risk then the Information Commissioner’s Office will
be notified within 72 hours.

Your rights
You have the right to obtain access and make corrections to your personal data and this can be done
by contacting the Secretary. You may also request that personal data is deleted but, if we do not
hold the data we need to administer your membership of KURG, this may unavoidably cause the
termination of your membership. Again you may request this of the Secretary at or by writing to us at our registered office.

If you are not satisfied with how we have handled your personal data you can complain. Please
contact us at or at our registered office if you wish to make a complaint. If you
are not satisfied with our response to your complaint or believe that our processing of your
information does not comply with data protection law, you can make a complaint to the Information
Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Kent Underground Research Group