JET Alumni Association privacy notice
Last updated: August 2026
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Email: info@jetaa.org.uk
JETAA UK is a volunteer-run, unincorporated association and the data controller for your information
What information we collect, use, and why
We collect or use the following information to receive donations or funding and organise fundraising activities:
Names and contact details
Donation history
We collect or use the following personal information for service updates or marketing purposes:
Names and contact details
Marketing preferences
Recorded images, such as photos or videos
Records of consent, where appropriate
We collect or use the following personal information to comply with legal requirements:
Name
Financial transaction information
We collect or use the following personal information for dealing with queries, complaints or claims:
Names and contact details
Correspondence
Cookies
Our website uses cookies to make it work and to help us understand how it is used. When you first visit, you can choose which non-essential cookies to accept through our cookie banner. You can change your choice at any time, and you can block or delete cookies through your browser settings.
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
Your right to erasure - You have the right to ask us to delete your personal information.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
Your right to object to processing - You have the right to object to the processing of your personal data.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We are a volunteer-run, not-for-profit association, and donations help cover the running costs of our website and activities. When someone chooses to donate, we need their details to take the payment, record the donation, and thank them. This processing is necessary because we cannot receive or account for a donation without it, and we only collect the minimum needed. The impact on the person is low: they have chosen to give, we hold only what the donation requires, their card details are handled by our payment provider and not stored by us, and we do not use their information for anything other than the donation and our financial records. Set against this limited and expected use of their data, the benefit of keeping the association running means our interest does not override their rights.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
When someone contacts us with a question, complaint or claim, we use their details to understand and respond to what they have raised, and to keep a record of it. This is necessary because we cannot deal with an enquiry or complaint without holding the person’s contact details and what they have told us. The impact on the person is low: they chose to contact us, we only use their information to handle their query, and we do not use it for anything else. Being able to respond to and resolve people’s queries benefits both them and us, so our interest does not override their rights.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
Directly from you
The Embassy of Japan in the UK, which asks departing JET participants for consent to pass their contact details to us
How long we keep information
Mailing list: we keep your details while you are subscribed to our newsletter. If you unsubscribe, we stop contacting you and keep only a minimal record so we do not add you again by mistake. You can ask us to delete your details entirely at any time. We review our mailing list from time to time and remove contacts who have unsubscribed or who have been inactive for a long period.
Donations: we keep records of donations for as long as we need them for our financial and accounting purposes.
Queries, complaints or claims: we keep your correspondence only as long as we need it to deal with your query and keep a record of it, then delete it.
Photos and images: we keep images we use to promote the association for as long as they remain in use, and remove them on request.
Who we share information with
Data processors
Email marketing provider (technology sector), based in the UK
This data processor does the following activities for us: They manage our mailing list and send our newsletters on our behalf
Website hosting and online payment provider (technology sector), based in the USA
This data processor does the following activities for us: They host our website and process donation payments on our behalf.
Email hosting and cloud storage provider (technology sector), based in the USA
This data processor does the following activities for us: they provide the email accounts we use to receive and respond to enquiries.
Others we share personal information with
Images and photographs from our events, which we may publish on our website, social media, and other marketing or information media.
Sharing information outside the UK
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Squarespace
Category of recipient: website hosting and online payment provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Organisation name: Google
Category of recipient: email hosting and cloud storage provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: info@jetaa.org.uk
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113