Who is responsible for your information
Horsmonden Amblers is a small, informal community walking group. Di Syrett is responsible for deciding how and why personal information is handled for the group and is the data controller.
This administrative responsibility does not make Di an official walk leader or change the informal character of the group.
Privacy contact: [email protected].
Information we collect
We collect only information reasonably needed to respond to people and keep the group in touch. This may include:
- your name and email address;
- a telephone number that you choose to provide;
- correspondence about joining or attending walks; and
- relevant messages and other communications about the group.
You are not required to join WhatsApp to contact the group or ask about a walk.
How we use information
Personal information is used for:
- responding to enquiries;
- sharing information about forthcoming walks and changes to arrangements;
- inviting interested people to the optional WhatsApp group; and
- basic, informal group administration.
Our lawful bases
We rely on legitimate interests for routine enquiries, walk communications and basic group administration. Our legitimate interests are answering people who contact us, keeping active walkers informed and running a small voluntary community group. We use only the information needed for those purposes and this processing is subject to an appropriate legitimate-interests assessment that considers people’s rights and reasonable expectations.
Where consent is appropriate for the optional publication of an identifiable photograph, we rely on that consent. Consent can be withdrawn for future use.
Your choices about whether to attend a walk or join WhatsApp are voluntary participation choices. They are separate from the lawful basis used to handle the limited personal information involved.
You can contact the group at [email protected] or [email protected].
Cloudflare Email Routing forwards incoming messages to Di’s existing Gmail account. Cloudflare and Google therefore process email information as service providers under their own privacy terms. Di’s private Gmail address is not published.
Joining the walkers’ WhatsApp group is voluntary. New walkers may be invited after making contact with Di.
WhatsApp is operated by Meta. Other group members may be able to see your telephone number, profile name, profile photograph and messages, depending on your settings and WhatsApp’s current features.
You can leave the WhatsApp group yourself or ask Di to remove you. Removing someone from the group stops future participation, but it cannot delete messages that have already been delivered to or stored by other members.
Sharing information
Information may be processed by Cloudflare and Google for email, and by WhatsApp/Meta and other WhatsApp group members if you choose to join the group. These services apply their own privacy terms. We do not sell personal information or share it for unrelated commercial marketing.
How long we keep information
- Unsuccessful or inactive enquiries are deleted after 12 months unless there is a justified reason to keep particular correspondence for a different period.
- Active walkers’ contact details are kept only while needed for group communication.
- When someone leaves, contact information that is no longer required is removed.
- Any necessary outstanding correspondence is kept only for an appropriate, justified period.
Leaving or being removed from WhatsApp does not erase historical messages held by other members.
Photographs
Identifiable photographs are published only with appropriate permission. Where consent is the appropriate lawful basis, it can be withdrawn for future use. If a photograph identifies you and you would like it reviewed or removed, contact Di using the privacy address above.
Permission to publish personal information in a photograph is separate from the photographer’s copyright permission. The website’s Copyright page records the ownership and permitted publication of the photographs.
Your rights
Depending on the circumstances, you may have the right to ask for access to your personal information, correction of inaccurate information, deletion, or restriction of its use. You may also object to processing based on legitimate interests.
Your right to object: you can object to our use of your information for routine enquiries or group administration. We will consider the objection and whether there is a compelling reason to continue.
Where we rely on consent, you can withdraw it at any time. Withdrawal does not affect use that was lawful before consent was withdrawn.
To exercise a right or raise a privacy concern, email [email protected]. Some rights are not absolute and their application depends on the circumstances.
Complaints
Please contact Di first so there is an opportunity to address your concern. You also have the right to complain to the UK Information Commissioner’s Office.
You can read more about your data-protection rights on the ICO website.
Last updated: 2 November 2026.