Ostofriends Privacy Policy
Last updated: 07/11/2025
Please read this Privacy Policy carefully to understand how Ostofriends Stoma Support Group (“Ostofriends”, “we”, “our”, or “us”) collects, uses, and protects your personal information.
By completing our membership or contact form, you agree to the terms outlined below.
1. Who We Are
Ostofriends is a friendly, volunteer-run stoma support group based in Potters Bar, Hertfordshire.
We provide a welcoming, safe, and confidential space for people living with a stoma — and their families, carers, and friends — to connect, share experiences, and offer mutual support.
2. The Information We Collect
When you join Ostofriends or contact us, we may collect the following information:
Your name.
Email address, phone number, and/or postal address.
Your stoma type (e.g. colostomy, ileostomy, urostomy).
Consent preferences, including permission to join the Ostofriends WhatsApp group.
Any optional information you choose to share to help us provide support (e.g. general wellbeing or personal interests).
This information is collected securely through Jotform, whose databases meet UK GDPR and Data Protection Act 2018 standards.
3. How We Use Your Information
Your details are used only for purposes directly related to Ostofriends, including:
Contacting you about meetings, events, or updates.
Keeping a record of members and their stoma types (to tailor support and discussions).
Adding you to the Ostofriends WhatsApp group (only with your permission).
Sharing relevant support information or opportunities.
Managing membership and ensuring a safe, supportive community.
We will never sell, rent, or share your information with third parties for marketing or commercial use.
4. Legal Basis for Processing
We process your personal information under the following lawful bases:
Consent – when you voluntarily provide your details and agree to this policy.
Legitimate Interest – to manage and run the group responsibly.
Legal Obligation – if required for safeguarding or compliance with UK law.
You may withdraw your consent at any time (see Section 9).
5. How We Store and Protect Your Data
All member details are stored securely through Jotform’s encrypted, GDPR-compliant database.
Access is restricted to authorised Ostofriends organisers for administrative purposes.
Any sensitive data (such as stoma type) is handled with strict confidentiality.
We may keep minimal offline records (if needed), stored securely and never shared without consent.
6. WhatsApp Group
If you choose to join the Ostofriends WhatsApp group, please note:
Your phone number will be visible to other group members.
You can leave the group at any time.
The group is for friendly discussion, event sharing, and peer support only.
WhatsApp’s own privacy policy also applies.
7. Data Retention
We will keep your personal information for as long as you remain a member or wish to stay in contact.
If you leave Ostofriends or withdraw consent, your details will be securely deleted within 30 days, unless required by law to retain them longer.
8. Your Rights Under UK GDPR
You have the right to:
Access the personal data we hold about you.
Request corrections to any inaccurate information.
Request deletion of your data (“right to be forgotten”).
Withdraw consent at any time.
Complain to the Information Commissioner’s Office (ICO) if you believe your data is being mishandled (www.ico.org.uk).
9. Contact Us
If you have any questions or wish to exercise your data rights, please contact us:
Ostofriends Stoma Support Group
Group contact is Peter Lannen.
📍 7 Niton Close, Potters Bar, EN5 2RQ
📧 ostofriends@gmail.com
📞 07596 748 376 (Ostofriends number)
📞 07501 137 511
10. Agreement
By completing the Ostofriends membership or contact form, you confirm that:
“I agree that Ostofriends Stoma Support Group may hold my contact details and stoma information for communication and support purposes.
I understand that my details are securely stored through Jotform, which complies with UK GDPR.
I understand that my information will not be sold, given, or passed to a third party without my consent.
I can choose whether to join the WhatsApp group.”