The Solent Forum

Working in partnership for the future

Solent Forum Data Protection Policy

This Solent Forum Data Protection Policy conforms to the requirements of the General Data Protection Regulation, as amended April 2018.

For this web site's privacy policy see further down this page.

1.About this Policy

1.1 This policy explains when and why we collect personal information about our members and how we use it and how we keep it secure and your rights in relation to it.  

1.2 We may collect, use and store your personal data, as described in this Data Processing Policy and as described when we collect data from you.  

1.3 We reserve the right to amend this Data Processing Policy from time to time without prior notice. Any amendments will be notified by the method selected by each individual member (email or surface post). Additionally you are advised to check our website regularly for any amendments (but amendments will not be made retrospectively).

1.4 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner ( For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

2.Who are we?

Solent Forum, c/o Hampshire County Council, Economy, Transport and Environmental Department, The Castle, Winchester, Hants SO23 8UD.

3.What information we collect and why

Type of information


Legal basis of processing

Contact name, postal address, telephone number(s), e-mail address(es)

For contacting our Solent Forum Members to invite them to meetings, workshops and groups and to distribute our newsletters and monthly enews.

We also have contact lists of other stakeholders in the Solent who have opted in to our news service.

To faciliate collaborative working, we occasionally circulate email addresses between those who are members of Forum subgroups.

For the purposes of legitimate operation of the Forum.

Consent. We only keep details of those people and organisations who have asked to be included on our mailing lists.

The Member may withdraw their consent at any time but must appreciate there will be a reduction in membership services.

Meeting Recordings Solent Forum records meetings/calls in order to write accurate minutes. We will not share your recordings. We use a third-party processor (Microsoft or Zoom) to store recordings. You have some legal rights in respect of the personal information we collect from you. If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at


For the purposes of legitimate operation of the Forum.
Consent is assumed when you join a Solent Forum meeting. Should you expressly wish us not to record the meeting please let us know.

4.How we protect your personal data

4.1.We will not transfer your personal data outside of the Forum without your consent.

4.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction. We will notify you promptly if we become aware of any breach of your personal data which might expose you to serious risk.

4.3 Please note however that transmitting information over the internet can never be guaranteed to be 100% secure.  

4.4 We do not currently accept on-line payments & we do not keep electronic records of any member’s bank, building society or similar financial details.

5. Who else has access to the information you provide us?

We will never sell your personal data.

6.How long do we keep your information?

We will hold your personal data on our systems for as long as you are a member of the Forum or subscribe to our news service and for as long afterwards as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.

7.Your rights

7.1 You have rights under the GDPR:- (a) to access your personal data; (b) to be provided with information about how your personal data is processed; (c) to have your personal data corrected ; (d) to have your personal data erased in certain circumstances; (e) to object to or restrict how your personal data is processed; (f) to have your personal data transferred to yourself or to another business in certain circumstances.

7.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner:

Access to Information

The Data Protection Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee not exceeding the maximum allowed by law to meet our costs in providing you with details of the information we hold about you.

Changes to our Privacy Policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. However, you should check this page for the current privacy policy before using this site.


Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to the website administrator at

Website Specific Privacy Policy

The Solent Forum ("We", "Us" and "Our") is committed to protecting and respecting your privacy. 

The foregoing Data Protection Policy conforms to the requirements of the General Data Protection Regulation as amended April 2018.
This following web site specific policy (together with Our terms of use) sets out the basis on which any personal data we collect from you, or that you provide to us, via this web site will be processed by Us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. 

Information we may Collect from You

We may collect and process the following data about you:

Information that you provide by filling in forms on our site. This includes information provided at the time of registering to use our site or making use of the services provided on this site. We may also ask you for information when you report a problem with our site.

If you contact us, We may keep a record of that correspondence.

Details of your visits to our site, including, but not limited to, traffic data, location data, weblogs and other communication data, and the resources that you access.

IP Addresses and Cookies

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration. This is statistical data about our users' browsing actions and patterns, and does not identify any individual. 

For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer's hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

Where we Store your Personal Data

All information you provide to us is stored on our servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you never to share a password with anyone.

It is important for you to protect against unauthorised access to your password and to your computer. Make sure you sign off when you finish using a shared computer.

Uses Made of the Information

We use information held about you in the following ways:

Third Party Sites

Our site may, from time to time, contain links to and from the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.