Privacy Policy

PLEASE READ THESE POLICY CAREFULLY BEFORE USING THIS SITE

This policy is kept under regular review and was last updated on:  18th April 2026

We are Centre for Armenian Information And Advice, (“we” or “us”), a company registered in England under company registration number 04195084 (and registered charity under charity number 1088534).  We operate the website https://caia.org.uk/ (the Site).

This Privacy Policy describes how we collect, use, and disclose your personal information when you visit our Site, use our services or otherwise communicate with us (collectively, the “Services“). For purposes of this Privacy Policy, “you” and “your” means you as the user of the Services, whether you are a service user, website visitor, or another individual whose information we have collected pursuant to this Privacy Policy.

Please read this Privacy Policy carefully. By using and accessing any of the Services, you agree to the collection, use, and disclosure of your information as described in this Privacy Policy. If you do not agree to this Privacy Policy, please do not use or access any of the Services.

If you need to contact us about anything relating to our processing of your personal data, including any requests to exercise your legal rights described below, please do so by e-mailing us at info@caia.org.uk.

Our Role

We are responsible for your personal data that we collect from you.  This would include information that you provide when contacting us through the Site.

We are classed as a data controller in respect of your personal data, which means that we owe certain obligations to you and the UK data regulator, the Information Commissioner’s Office (ICO), in respect of our handling of your personal data.

You have the right to make a complaint at any time to the ICO (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time, including to reflect changes to our practices or for other operational, legal, or regulatory reasons. We will post the revised Privacy Policy on the Site, update the “Last updated” date and take any other steps required by applicable law.

What is personal data?

Personal data, or personal information, means any information about an individual from which that person can be identified, either alone or in combination with other data. It does not include data from which your identity has been removed (anonymised data).

How We Collect and Use Your Personal Information

You may give us information about yourself through our Site or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you use our Services, participate in any social media functions on our Site, enter a competition, promotion or survey, and when you report a problem with our Site.  The information that we collect and use varies depending on how you interact with us.

In addition to the specific uses set out below, we may use information we collect about you to communicate with you, provide the Services, comply with any applicable legal obligations, enforce any applicable terms of service, and to protect or defend the Services, our rights, and the rights of our users or others.

What Personal Information We Collect

The types of personal information we obtain about you depends on how you interact with our Site and use our Services.  The following sections describe the categories and specific types of personal information we collect.

Information We Collect Directly from You

Information that you directly submit to us through our Services may include:

  • Basic contact details including your name, address, phone number, email.
  • Account information (to the extent that we enable the creation of accounts through the Site) including your username, password, security questions.
  • Payment information that you provide if paying for a membership including your name, billing address and card or account details.
  • Information you choose to include in communications with us, for example, when contacting us by phone or through the Site.

Some features of the Services may require you to directly provide us with certain information about yourself. You may elect not to provide this information, but doing so may prevent you from using or accessing these features.

Information We Collect through Cookies

Please see the ‘Cookies’ section below.

Information We Obtain from Third Parties

We may obtain information about you from third parties, including from vendors and service providers who may collect information on our behalf, such as:

  • Companies who support our Site and Services, such as KindLink Limited in respect of membership fees and donations. .
  • Our payment processors, who collect payment information (e.g., bank account, credit or debit card information, billing address) to process membership payments.
  • When you visit our Site, click on any hyperlink embedded within out Site, open or click on emails we send you, or interact with our Services or advertisements, we, or third parties we work with, may automatically collect certain information using online tracking technologies such as pixels, web beacons, software developer kits, third-party libraries, and cookies. 

Any information we obtain from third parties will be treated in accordance with this Privacy Policy. We are not responsible or liable for the accuracy of the information provided to us by third parties and are not responsible for any third party’s policies or practices. For more information, see the section below, Third Party Websites and Links.

We do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, health and genetic and biometric data). Unless otherwise obtained through DBS checks required for our trustees, staff and volunteers, we do not collect any information about criminal convictions and offences. 

We may collect, use, and share aggregated data such as statistical or demographic data for various purposes. Aggregated data may be derived from your personal data but is not considered personal data in law as it does not directly or indirectly reveal your identity, as the data has been anonymised. This can help us to evaluate and monitor website traffic.

If we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

How We Use Your Personal Information

  • Providing Services. We use your personal information to provide you with the Services in order to respond to communications you send us, perform any contract with you, including to process your membership payments, to send notifications to you related to your account and to create, maintain and otherwise manage your account.
  • Marketing and Advertising. We use your personal information for marketing and promotional purposes, such as to send marketing, advertising and promotional communications, in respect of our events, Services, outings and meetings, by email or postal mail. This may include using your personal information to better tailor the Services and advertising on our Site, e-bulletins and other websites. 
  • Communicating with you. We use your personal information to provide you with support and improve our Services. 

Cookies

We automatically collect certain information about your interaction with the Services (“Usage Data“). To do this, we may use cookies, pixels and similar technologies (“Cookies“). Usage Data may include information about how you access and use our Site and your account, including device information, browser information, information about your network connection, your IP address and other information regarding your interaction with the Services.  In general any data collected through these mechanisms will be anonymised.  Please see the below section on Cookies for more information

Like many websites, we use Cookies on our Site to power and improve our Site and our Services (including to remember your actions and preferences), to run analytics and better understand user interaction with the Services (in our legitimate interests to administer, improve and optimize the Services). We may also permit third parties and services providers to use Cookies on our Site to better tailor the services, products and advertising on our Site and other websites.

Most browsers automatically accept Cookies by default, but you can choose to set your browser to remove or reject Cookies through your browser controls. Please keep in mind that removing or blocking Cookies can negatively impact your user experience and may cause some of the Services, including certain features and general functionality, to work incorrectly or no longer be available. Additionally, blocking Cookies may not completely prevent how we share information with third parties such as our advertising partners.

How We Disclose Personal Information

In certain circumstances, we may disclose your personal information to third parties for legitimate purposes subject to this Privacy Policy.

Such circumstances may include:

  • With vendors or other third parties who perform services on our behalf (e.g., IT management, payment processing, data analytics, customer support and cloud storage).
  • When you direct, request us or otherwise consent to our disclosure of certain information to third parties, such as to ship your products or through your use of social media widgets or login integrations, with your consent.
  • To comply with any applicable legal obligations, to enforce any applicable terms of service, and to protect or defend the Services, our rights, and the rights of our users or others.

In the event that we sell or buy any business or assets, we may disclose your personal data to the prospective seller or buyer.  Similarly, if we ourselves are the target of an acquisition by a third party, personal data held by us about our clients will be one of the assets transferred to that third party.  We will notify you in writing if any such circumstance occurs.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Third Party Websites and Links

Our Site may provide links to websites or other online platforms operated by third parties. If you follow links to sites not affiliated or controlled by us, you should review their privacy and security policies and other terms and conditions. We do not guarantee and are not responsible for the privacy or security of such sites, including the accuracy, completeness, or reliability of information found on these sites. Information you provide on public or semi-public venues, including information you share on third-party social networking platforms may also be viewable by other users of the Services and/or users of those third-party platforms without limitation as to its use by us or by a third party. Our inclusion of such links does not, by itself, imply any endorsement of the content on such platforms or of their owners or operators, except as disclosed on the Services.

Children’s Data

Save for information and activities pertaining to the youth club, the Services are not to be used by anyone under the age of 16, and we do not knowingly collect any personal information about children. If you are the parent or guardian of a child who has provided us with their personal information, you may contact us using the contact details set out below to request that it be deleted.

Security of Your Information

Please be aware that no security measures are perfect or impenetrable, and we cannot guarantee ‘perfect security’. In addition, any information you send to us may not be secure while in transit. We recommend that you do not use unsecure channels to communicate or confidential information to us.

We have put in place suitable physical, electronic, and managerial procedures to safeguard and secure your personal information.  We have also put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Retention of Your Information

How long we retain your personal information depends on different factors, such as whether we need the information to maintain your account, to provide the Services, comply with legal obligations, resolve disputes or enforce other applicable contracts and policies.

We will only retain your personal data for as long as necessary to fulfil the purposes for which we collect it, such as providing services that you have engaged us to provide.  We may retain certain data beyond this where we are legally required to do so.

In general we delete any personal data that you provide to us in connection with the provision of our Services after we have finished providing those services and any subsequent period during which any fees may be due to us from you has expired.  We may retain your contact details for a longer period in case you wish to use our Services again in the future.  Please contact us if you would like further information about our data retention policies.

Your Rights and Choices

You are in control of the information you provide to us. If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by contacting us at info@caia.org.uk

Depending on where you live, you may have some or all of the rights listed below in relation to your personal information. However, these rights are not absolute, may apply only in certain circumstances and, in certain cases, we may decline your request as permitted by law.

  • Right to Access / Know. You may have a right to request access to personal information that we hold about you, including details relating to the ways in which we use and share your information.
  • Right to Delete. You may have a right to request that we delete personal information we maintain about you.
  • Right to Correct. You may have a right to request that we correct inaccurate personal information we maintain about you.
  • Right of Portability. You may have a right to receive a copy of the personal information we hold about you and to request that we transfer it to a third party, in certain circumstances and with certain exceptions.
  • Right to Opt Out of Sale or Sharing or Targeted Advertising. You may have a right to direct us not to “sell” or “share” your personal information or to opt out of the processing of your personal information for purposes considered to be “targeted advertising”, as defined in applicable privacy laws.
  • Restriction of Processing: You may have the right to ask us to stop or restrict our processing of personal information.
  • Withdrawal of Consent: Where we rely on consent to process your personal information, you may have the right to withdraw this consent.
  • Appeal: You may have a right to appeal our decision if we decline to process your request. You can do so by replying directly to our denial.
  • Managing Communication Preferences: We may send you promotional emails, and you may opt out of receiving these at any time by using the unsubscribe option displayed in our emails to you. If you opt out, we may still send you non-promotional emails, such as those about your account or orders that you have made.

You may exercise any of these rights where indicated on our Site or by contacting us using the contact details provided at the start of this privacy policy.

You will not have to pay a fee to access your personal data (or to exercise any of your other rights). However, if your request is clearly unfounded, repetitive, or excessive then we may charge a reasonable fee and/or refuse to comply with your request.

We may need to request specific information from you to help us confirm your identity before you can exercise any of these rights. This is a security measure to ensure that your personal data is not disclosed to someone who does not have a right to receive it. We may also need to ask you for further information in relation to your request to help speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will let you know and keep you updated.

We will not discriminate against you for exercising any of these rights. 

International Users

We do not transfer any of the personal data that you give us outside the UK.  If this were to change, we would first provide you with the relevant details and we would ensure that all such data transfers occur in accordance with the relevant rules on the international transfer of personal data from the UK.

We take reasonable steps to ensure that any third parties to whom we transfer your personal data agree not to transfer such data outside the UK.

Approved by CAIA Board of Directors 18.04.2026