Privacy Policy
King’s Lynn & West Norfolk Pride
Last updated: Friday 12th June 2026
This policy explains what personal information we collect, why we collect it, how we look after it, and the rights you have over it. We’ve tried to keep it plain and honest.
We are King’s Lynn & West Norfolk Pride (“KLWN Pride”, “we”, “us”), a community organisation based in West Norfolk. For the purposes of UK data protection law (the UK GDPR and the Data Protection Act 2018), we are the “data controller” for the information described below.
If you have any questions about this policy or your data, contact us at digital@klwnpride.org
The information we collect, and why
We only collect information you choose to give us, plus a small amount your browser sends automatically. Here’s the full picture:
When you contact us
If you use our contact form, we collect your name, email address, and the content of your message. We use this only to read and reply to your enquiry. Our lawful basis is our legitimate interest in responding to people who get in touch.
When you submit community content
If you send us a story, poem, artwork or other writing through our submission form, we collect the piece itself, a name to credit it to (if you give one), your email address, and your consent to publish. We use this to review your submission and, if it’s a good fit and you’ve consented, to publish it on our site with your chosen credit (or anonymously, if you prefer). Your email is used only to contact you about your submission and is never published. Our lawful basis is your consent, which you can withdraw at any time.
When you enquire about a stall
If you apply to book a stall at our Pride event, we collect your business or stall name, contact name, email address, phone number, the type of stall, and any details you give us (pitch size, Public Liability Insurance, etc). We use this to consider your application and organise the event. Our lawful basis is our legitimate interest in running the event and taking steps towards a stall agreement with you.
When you donate
Donations on our site are handled by SumUp, our payment provider. When you enter your card details, they go directly to SumUp. They never pass through or get stored on our website or servers. We never see or hold your full card number.
What we keep is a record of the donation amount, date, and a reference so we can maintain proper financial accounts, as charities are required to do. Our lawful basis for processing the donation is performing our agreement with you; keeping the financial record is a legal obligation.
SumUp processes your payment under its own privacy policy and is responsible for the security of your card data (it is certified to the PCI DSS card-security standard). You can read how SumUp handles your information at https://www.sumup.com/en-gb/privacy/.
When you sign up for updates
If you ask to receive news and updates from us, we collect your email address (and your name, if you give it) and pass it to Klaviyo, the platform we use to send our mailings. We use this only to send you the updates you asked for. Our lawful basis is your consent, and every email we send includes an unsubscribe link, so you can opt out at any time. When you unsubscribe, we stop sending and remove you from the active list.
Klaviyo is based in the United States; see “Sending information outside the UK” below.
Spam protection on our forms
Our forms are protected by Cloudflare Turnstile, which helps us tell real people from automated bots. To do this, Cloudflare processes some technical information from your browser (such as your IP address and device signals). We chose Turnstile specifically because it’s more privacy-respecting than the common alternatives. It isn’t used to track you or build an advertising profile. Our lawful basis is our legitimate interest in protecting the site from spam and abuse.
Information your browser sends automatically
Like almost all websites, our web server keeps short-lived logs that may include your IP address, browser type, and the pages you visit. We use these only to keep the site running, secure, and free from abuse. Our lawful basis is our legitimate interest in the security and operation of the site.
Analytics and cookies
We use Google Analytics to understand, in aggregate, how people use our site so we can improve it. This sets cookies and collects information such as your approximate location, device, and the pages you view. We only do this with your consent, which you can give or refuse through our cookie banner, and change at any time. For everything else, we use only the cookies strictly necessary to make the site work.
Our commitment around sexual orientation and gender identity
As an LGBTQIA+ organisation, we understand that information connected to us can be sensitive. Under UK data protection law, information that reveals someone’s sexual orientation is “special category data” and gets extra protection. We take that seriously:
- You never have to tell us your sexual orientation or gender identity to contact us, donate, book a stall, sign up for updates, or take part in anything we do.
- Where you choose to share something of that nature, for example, in a community submission, we process it only with your explicit consent, handle it with particular care, and never use it for marketing or share it for that purpose.
- We will never disclose, sell, or trade information that could reveal your identity or orientation.
Children and young people
Our site and services are aimed at adults. We don’t knowingly collect personal information from children under 13 without the consent of a parent or guardian. If you’re under 18 and want to submit community content, please involve a parent or guardian. If you believe a child has given us their information, contact us and we’ll remove it.
Who we share your information with
We do not sell your personal information, ever. We share it only with the service providers that help us operate, and only as far as they need it to do their job for us:
- SumUp — to process donations (payments).
- Klaviyo — to send the email updates you’ve signed up for.
- Cloudflare — for spam protection on our forms and to help deliver and secure our site.
- [Krystal UK] — form enquiries are emailed to our organisers’ inboxes.
We may also disclose information if we’re legally required to, or to protect the rights and safety of our community.
Sending information outside the UK
Some of our providers (including Klaviyo and Cloudflare) are based in, or store data in, the United States. Where your information is transferred outside the UK, we rely on legal safeguards approved for this purpose (such as the UK extension to the EU–US Data Privacy Framework, or the International Data Transfer Agreement / Standard Contractual Clauses) so that your data keeps a similar level of protection.
How long we keep your information
We keep personal information only for as long as we need it:
| Information | How long we keep it |
|---|---|
| Contact enquiries | Up to 12 months after we’ve dealt with them |
| Stall bookings | Until the relevant event has passed, then up to 12 months |
| Community submissions (published) | While they remain on the site, or until you ask us to remove them |
| Community submissions (not published) | Deleted within 3 months of our decision |
| Donation / financial records | At least six years, as required for charity accounts and HMRC |
| Newsletter contacts (Klaviyo) | Until you unsubscribe |
| Web server logs | A short period (typically 90 days) |
Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct anything that’s wrong;
- ask us to delete your information (in some circumstances);
- object to, or ask us to restrict, how we use it;
- withdraw consent at any time, where we rely on your consent (for example, our mailing list); and
- ask us to transfer your information to another organisation, where that applies.
To exercise any of these, contact us at digital@klwnpride.org. We’ll respond within one month. There’s normally no charge.
How we keep your information safe
We use appropriate technical and organisational measures to protect your information — including HTTPS encryption across the site, keeping secrets and credentials out of public view, restricting who can access personal data, and choosing reputable providers who are themselves committed to protecting it. No system is perfectly secure, but we take this seriously and review it.
Changes to this policy
We may update this policy from time to time. When we do, we’ll change the “last updated” date at the top, and for significant changes we’ll make this clear on the site.
How to contact us, or complain
For anything about your information or this policy, contact us first at digital@klwnpride.org. We’d always rather hear from you and put things right.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at https://ico.org.uk/ or on 0303 123 1113.