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Privacy Policy


Voluntary Action Rutland (VAR) is a charity based in Rutland. VAR operates the Rutland Community Hub, in Oakham providing a permanent base for 11 community services & a range of meeting rooms for charities and community groups.  The VAR Integrated Transport Scheme is also based at this location and offers community transport for the frail, elderly, disabled and vulnerable members of the Rutland community.

This privacy policy covers what we do with any information we collect about you when accessing the VAR website, booking rooms and arranging transport.

VAR is registered as a data controller with the Information Commissioner's Office (ICO). Our registration number is Z6126354.

Lawful Basis for Processing Data

We use the following lawful bases for processing your data:

Based on our legitimate interests:

We collect basic contact information from the individuals and groups booking rooms and transport.


What we collect

We collect the data which we need in order to successfully deliver our services:

  • Names

  • Addresses

  • Email addresses

  • Telephone numbers

  • Banking information, where appropriate

We may also request special categories of personal data, for which we will always seek explicit consent.

When you visit our website, we collect data about your visit using Google Analytics cookies.

How we use your information

Your information will only ever be used to help us deliver and report on our services.

Your data is stored on the databases, which is only accessible to the Transport Manager, Centre Manager and Finance Officer.



Data Sharing

We do not share any personal data with third party organisations unless absolutely necessary in order to fulfil an obligation to you or a funder (for example, we would need to provide your information to a third party in order to accredit a bus pass and/or invoice for payment of a service). Where we would need to share your personal data with a third party, we would always notify you first and give you the opportunity to ask us not to share the data.

We do use your information to help with the statistics in our reporting. Our reporting never includes personal data or anything that could identify a specific person, only anonymous statistical data which helps us to monitor and improve the performance of our services.

Data Retention Period

Personal data will be stored for up to 6 years after the last point of contact with you.

You have the right to contact us at any point to erase or update your personal data. Please bear in mind that if we erase your personal data from our systems, we will no longer be able to offer you our support services.

Access to your information

You have the right at any time to ask us what information we have about you, request amendments or updates to that information, or to ask us to delete information we hold on you.


Cookies are small text files placed on your computer by websites you visit to help track your behaviour on those sites. For example, we use Google Analytics tracking cookies to understand how you use our site, which allows us to improve the overall website experience.

You can configure your browser to block websites from accepting cookies and to delete any existing cookies that have already been downloaded. However, please note that blocking cookies may stop some features of our website from working correctly.

Please note: Cookies cannot be used to run code or programs, or to deliver viruses to your computer.

You can find out more about cookies on the Information Commissioner's Office (ICO) website:

Other Websites

Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Changes to this Privacy Policy

We regularly review our privacy policies, and any updates will be made to this page. Please check back from time to time to ensure that you have read the most up-to-date version of this policy.

Policy updated: May 2018

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