Privacy Notice

London Hate Crime Stakeholder Reference Group (SRG)

This Privacy Notice explains how personal data is collected and used in relation to:

• The London Hate Crime Stakeholder Reference Group (SRG)
• Membership of the SRG
• Enquiries made through the SRG website
• Use of the SRG website, including cookies
   

The SRG is coordinated by Protection Approaches and is comissioned by the Mayor’s Office for Policing and Crime (MOPAC). For the purposes of data protection law, Protection Approaches and MOPAC act as Joint Data Controllers in relation to SRG membership data. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. SRG Membership Data

What we collect:

If you are a member of the SRG, we may collect:

• Name 
• Organisation represented (if applicable)
• Job title or role
• Email address
• London borough(s) of work or relevance (where provided)
• Description of the type of work undertaken, communities supported, or areas of focus
• Accessibility or additional access requirements (where relevant)
• Records of engagement, such as meeting attendance
   

We do not collect dates of birth, criminal conviction data, or unrelated personal information as part of SRG membership administration.

We do not actively collect special category data (such as ethnicity, religion, or sexual orientation). However, such characteristics may sometimes be inferred from the 

organisation represented, or voluntarily provided where relevant to accessibility needs.

Why we collect it:

We use membership data to:

• Administer SRG membership 
• Communicate about meetings, papers, and updates
• Organise and deliver SRG meetings and activities
• Ensure meetings and activities are accessible
• Record engagement
• Understand which sectors, communities, and boroughs are represented in order to identify gaps and strengthen representation
• Support the SRG’s contribution to hate crime prevention and response across London
   

Lawful basis:

We process membership data under the lawful basis of task carried out in the public interest.

The SRG supports work to reduce crime and improve support for victims of hate crime across London.

Where accessibility information is processed, this is done under the lawful basis of substantial public interest, as permitted under the Data Protection Act 2018.

Membership of the SRG is voluntary. However, if you choose to join, certain information is required to administer your membership.

Who we share it with:

Protection Approaches coordinates the SRG and processes membership data on a day-to-day basis.

MOPAC acts as Joint Data Controller and may request access to membership data where necessary for agreed purposes (for example, to communicate about hate crime services or commissioning).

Data is shared securely and only where necessary.

We do not sell personal data or share it for marketing purposes.

Membership data is not transferred outside the UK.

How long we keep it:

Membership data is retained:

• For as long as you remain a member of the SRG; and
• For as long as it is necessary for SRG coordination purposes.

If you leave the SRG or request removal, your data will be deleted from active records.

If Protection Approaches’ contract to coordinate the SRG ends, data will either be securely transferred to MOPAC or a successor coordinator, or securely deleted in line with agreed arrangements.

2. Website Use and Cookies

Website usage data:

When you visit the SRG website, certain technical information may be collected automatically. This may include:

• IP address
• Browser type
• Device information
• Pages visited
• Date and time of visit

This information is used to ensure the website functions properly, maintain security, and monitor basic performance. We do not use website data to identify individuals unless required for security or legal reasons.

Cookies:

The SRG website may use essential cookies to ensure it functions correctly. These cookies do not collect information that directly identifies you.

If we introduce analytics or non-essential cookies in future, we will update this notice and provide appropriate cookie controls in line with UK law.

3. Contact Forms and Email Enquiries

If you contact us via the website or by email, we may collect:

• Your name
• Your email address
• Any information you choose to include in your message
   

We use this information solely to respond to your enquiry.

Contact enquiries are processed under the lawful basis of legitimate interests, in order to respond appropriately to individuals who contact the SRG.

We retain contact information only for as long as necessary to respond to your enquiry and manage any follow-up.

4. How your information is stored

Membership data is stored within Protection Approaches’ secure Microsoft 365 cloud environment.

Security measures include:

• Restricted access to authorised staff only
• Strong password controls and multi-factor authentication
• Encryption in transit and at rest
• Secure cloud storage with resilience and backup arrangements

MOPAC stores any data shared with them securely, with restricted access, and deletes it once it is no longer required.

5. Keeping your information accurate

You can update your details at any time by contacting the SRG team. We review membership records periodically to ensure information remains accurate and relevant.

6. Your data protection rights

Under UK data protection law, you have the right to:

• Request access to your personal data
• Request correction of inaccurate data
• Request deletion of your data (where appropriate)
• Request restriction of processing
• Object to processing in certain circumstances

If you no longer wish to be an SRG member, you may request removal from the membership database at any time.

To exercise your rights or raise a concern, please contact:

Email: hatecrimesrg@protectionapproaches.org
Telephone: 020 3859 9509

You also have the right to complain to the Information Commissioner’s Office (ICO).

7. Updates to this notice

We may update this Privacy Notice from time to time. The most recent version will always be available on this website.