Privacy policy

Who we are

Newbury YoungStars is a registered charity. We run this website to manage membership, productions, events, orders, payments, expenses and communication connected with the charity.

Information we use

We may hold contact and membership details, information about participating children and their parents or guardians, event and production records, messages, ticket and shop orders, payment references, expense claims, receipts and supplier invoices. We only ask for information that is relevant to running the charity and safeguarding its members.

Why we use it

We use this information to administer membership and events, fulfil orders, keep financial records, reimburse approved expenses, reconcile the charity's bank account, communicate with members and meet safeguarding, legal and regulatory duties.

Google Drive access

Authorised charity administrators can connect the website to the charity's Google Drive. The website reads invoice and receipt files from folders selected for financial review and can store a retained copy of an uploaded expense document in an application-managed Drive folder. Drive files and access tokens are available only to authorised financial or administrative users and are used solely for the charity's expense-evidence and reconciliation workflow.

You can revoke the website's Google access from your Google Account. Revoking access stops future Drive operations; it does not remove financial evidence that the charity must retain lawfully.

Service providers and security

We use service providers for website hosting, email, payment collection and document storage. We give them only the information needed to provide those services. Access to private financial evidence is role-controlled and audited. Uploaded documents are validated, malware-scanned and kept outside the public web root.

Retention and your choices

We retain records for as long as needed for the purpose collected and for applicable charity, accounting, safeguarding and legal obligations. You may ask us for access to your information, request correction, or raise a concern using the contact details shown on this website. Some records cannot be deleted immediately where the charity must retain them.

Contact

For privacy questions, contact Newbury YoungStars using the email address or postal address in the footer of this page.