Charity No: 1138732

This privacy policy sets out how Gillingham Area Car Link (“we”, “us”, “our”) uses and protects any information that you give us when you use this website or contact us for service delivery via email, the phone line or social media. Gilllingham Area Car Link is a charity registered with charity number 1138732 with a mail address c/o Town Hall, School Road, Gillingham, Dorset SP8 4QR and with the contact email address and, for the purposes of the General Data Protection Regulation (“GDPR”), is the data controller

Gillingham Area Car Link is committed to ensuring that your privacy is protected. This policy sets out the basis on which we will process any personal data or usage information we collect from you, or that you provide to us, in connection with your use of this website (the “Website”) or if you contact us via our phone line. Please read this policy carefully so that you understand your rights in relation to your personal data, and how we will collect, use and process your personal data. If you do not agree with this Privacy Policy in general or any part of it, you should not access the Website.

If we make any material changes to this privacy policy, we will post the updated privacy policy here and notify our users. You should check this policy frequently to ensure that you are happy with any changes. This policy was last updated on 31 August 2023.

What we collect

You provide information by contacting us via our Website, via email, or by phone.  Depending on how you provide your information, we will collect some or all of the following information when you contact us:

  • your name;
  • address;
  • telephone number;
  • email address;
  • mobility status;
  • gender;
  • emergency contact details;
  • if you are a parent, carer or guardian, we will collect details about your child such as your child’s name, age and gender), where relevant and necessary for the provision of our services; and
  • brief summary of why you have called.

We will also process sensitive personal data (such as data concerning any mobility or health issues) about you in the course of our legitimate activities.

Where you donate via Gift Aid we will also collect the following information about you:

  • your name;
    • email address;
    • address

What we do with the information we gather

As it is in our legitimate interests to understand your needs and provide you with a better service, we use your personal data:

  • to provide the services;
  • for internal record keeping;
  • to improve and tailor our services


Unfortunately, the transmission of information via the internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your information transmitted through the Website or over email; any transmission is at your own risk. Once we have received your information, we will take appropriate technical and organisational measures to safeguard your personal data against loss, theft and unauthorised use, access or modification.

We will not sell, distribute or lease your personal information to third parties unless we are required by law to do so.

Sharing and storing your personal data

The personal data provided when you contact us as a client is stored on Gillingham Car Link’s database on our standalone computer. Personal data provided via the website is stored by Google Drive in the United States and other servers located globally.

The website is hosted and maintained by Dorset Tech who can be contacted on

Gillingham Car Link allows access to your personal data by a third party who coordinates the journeys. Our contract with the third party restricts their use of this data to that required for Gillingham Car Link’s services only. They are not permitted to use this data for any other purpose.

Gillingham Car Link will also share your personal data in emergencies, where we will share your personal data with the emergency services, to the extent necessary to protect your vital interests.

How long do we store your personal data?

We retain your information as follows:

  • We will retain your data so that we can easily retrieve it when you call us or attend one of our events. However, if we have no contact with you for six years we will delete your data.
  • If you donate via Gift Aid, we will retain the personal data collected for the purposes of administering the donation for six years, and then the data is deleted.

Your rights

You have certain rights in relation to the personal data we hold about you. Some of these only apply in certain circumstances. We have described these situations below, as well as how you can exercise your rights. To exercise any of your rights please contact in the first instance.

Please note that for each of the rights below we will, in some instances, have valid legal reasons to refuse your request, in such instances we will let you know if that is the case.

  • You have the following rights in relation to your personal data:

o Access: You have the right to know whether we process personal data about you, and if we do, to access data we hold about you and certain information about how we use it and whom we share it with.

o Portability: You have the right to receive a subset of the personal data you provide us if we process it on the bases of our contract with you or with your consent in a structured, commonly used and machine-readable format and a right to request that we transfer such personal data to another party. If you wish for us to transfer the personal data to another party, please ensure you detail that party and note that we can only do so where it is technically feasible. We are not responsible for the security of the personal data or its processing once received by the third party.

o Correction: You have the right to require us to correct any personal data held about you that is inaccurate and have incomplete data completed.

o Erasure: You have the right to request that we erase the personal data we hold about you in the following circumstances:

  • where you believe it is no longer necessary for us to hold the personal data;
  • we are processing it on the basis of your consent and you wish to withdraw your consent;
  • we are processing your data on the basis of our legitimate interest and you object to such processing;
  • you believe we are unlawfully processing your data.

Please provide as much detail as possible on your reasons for the request to assist us in determining whether you have a valid basis for erasure.


In the event that you wish to make a complaint about how we process your personal data, please contact us in the first instance at and we will endeavour to deal with your request. This is without prejudice to your right to launch a claim with the Information Commissioner’s Office.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. We use cookies to collect information about your browsing activities over time and across different websites following your use of our services. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. In some circumstances, this will prevent you from taking full advantage of the website.

You can find more information about cookies and how to manage them at

Links to other websites

Our website will, in some circumstances, contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.


Any material changes we make to this policy in the future will be posted on this page. Please check back frequently to see any updates or changes to this policy.


Questions, comments and requests regarding this policy are welcomed and should be addressed to