Bristol and District Intergroup Privacy Policy
1. Introduction and Purpose
This Intergroup is an autonomous body of Alcoholics Anonymous, affiliated with the General Service Board of AA in Great Britain.
Anonymity is a core principle of AA. However, to carry out Intergroup service activities, it is necessary to collect and use limited personal information relating to trusted servants and Group Service Representatives (GSRs).
This privacy policy explains what information we collect, why we collect it, how it is used, and how it is protected.
2. Data Controller
For the purposes of data protection law, the Intergroup acts as the data controller for the personal data it holds.
3. What is Personal Information
Personal information (known as “personal data”) means any information that can identify an individual, directly or indirectly.
This includes information such as names, contact details, and service roles.
4. Why We Use Personal Information and Anonymity
We respect the principle of anonymity and keep personal data to a minimum.
Personal information is used only where necessary to:
- Support communication between groups and Intergroup
- Enable trusted servants to carry out service roles
- Maintain the effective operation of the Intergroup
We do not use personal data in any way that conflicts with AA traditions.
5. What We Collect
We may collect and use the following information:
- Name (or preferred name)
- Email address
- Phone number
- Service role (e.g. GSR, officer)
We only collect data that is necessary for Intergroup purposes.
6. How We Collect Personal Information
Personal data is usually collected directly from individuals when they take on a service role.
In limited circumstances, information may be provided by another member where necessary to support Intergroup communication or service activity.
7. How We Use Personal Information
We use personal data only to:
- Communicate between groups and Intergroup officers
- Share service-related information
- Support Intergroup administration
We do not use personal data for marketing, profiling, or commercial purposes.
8. Lawful Basis for Processing
We process personal data under the lawful basis of legitimate interests, as it is necessary to operate the Intergroup and maintain communication between trusted servants.
We have assessed that this use is proportionate, necessary, and does not override the rights and freedoms of individuals.
We do not intentionally collect special category data. If such data is shared, it is handled with additional care and only where necessary.
9. Who Has Access
Access to personal data is limited to:
- Trusted servants
- Intergroup officers
- The Intergroup secretary
- System administrators
Access is granted only where necessary for Intergroup operations.
10. Sharing Personal Information
We do not routinely share personal data outside the Intergroup.
However, personal data may be disclosed where necessary:
- To comply with legal obligations
- To protect individuals or address safeguarding concerns
- In exceptional circumstances where there is a risk of harm
We may use third-party service providers (such as email or hosting providers) to support Intergroup operations. These providers process data only on our instructions and are expected to protect it appropriately.
11. Retention of Personal Data
We retain personal data only for as long as necessary for Intergroup service purposes.
Retention periods are as follows:
- Trusted servants and officers: up to 3 months after leaving the role
- Group Service Representatives (GSRs): up to 6 months after leaving the role
After these periods, personal data is securely deleted, unless a longer retention period is required for legal or administrative reasons.
12. Security
We take reasonable technical and organisational measures to protect personal data from loss, misuse, or unauthorised access.
Access to personal data is restricted to authorised individuals.
13. Your Rights
Under data protection law, you have the right to:
- Request access to your personal data
- Request correction of inaccurate data
- Request deletion of your data
- Request restriction of processing
- Object to processing
To exercise these rights, please contact us using the details below.
14. Contact Details
If you have any questions or concerns about this policy or how your data is handled, please contact:
Email: compliance@aa-bristol.org
15. Complaints
If you are not satisfied with how your data is handled, you have the right to lodge a complaint with the UK regulator:
16. Review of This Policy
This policy will be reviewed periodically and updated where necessary.