Flackwell Heath Community Association

Managing the Community Centre and The Grapevine Newsletter for the Villagers of Flackwell Heath

Flackwell Heath Community Association Privacy and Data Protection Policy

Policy Statement

Flackwell Heath Community Association (FHCA), as a controller of data, is committed to a policy of protecting the rights and privacy of individuals, voluntary and community group members and others who may make use of the premises (Data Subjects) in accordance with The Data Protection Act 1998 and the EU GDPR legislation. The policy applies to all voluntary and community group members of the Community Centre.

As a matter of good practice, all individuals working on behalf of FHCA, and who have access to personal information, will be expected to have read and comply with this policy.

What this Privacy and Data Protection Policy covers

This Privacy Policy covers all personal information about you that we collect, use and otherwise process in connection with your relationship with FHCA. By “Personal Information” we mean information about you where you are, or could be, identified, such as your name and contact details.

Purpose of data held by the Community Association

Data may be held by us for the following purposes:

• Hiring of the community centre by both individuals and commercial enterprises
• Contacting hirers regarding changes that would affect them, such as unexpected closures, availability of equipment or changes to hiring rates
• Fundraising
• Realising the Objectives of our Charitable Organisation
• Accounts & Records
• Distribution of The Grapevine, our community newsletter
• Volunteers
• Informing committee members and group representatives of forthcoming meetings
• Payment for services rendered

Types of Data we may hold

The personal data we retain may include:

• Your business or personal postal, email address and phone number
• Your job title or work area (volunteers only)
• The capacity in which you assist us (volunteers only)
• Your bank details – ONLY if we need to reimburse you for hiring bond payments or services rendered

Lawful basis

We hold your data on one of the following lawful bases:

• If you contract with us for a service that we provide, for example hiring the Centre or to receive the Grapevine magazine, in order to negotiate or fulfil that contract
• If you volunteer with the FHCA to help provide our services, on the basis of your consent
• In order to fulfil our legal obligations as a registered Charity to keep certain records and accounts

Security

We make every effort to ensure your personal data is maintained in a secure and protected manner. Only those members of the FHCA committee or supporting volunteers have access to the drives on which the data is stored and their access is limited to the specific tasks they perform on behalf of FHCA. When an individual ceases to perform said tasks, or changes their FHCA role, access will be immediately revoked or amended as appropriate.

Processed for limited purpose

We will not use data for a purpose other than those agreed by data subjects. We do NOT share data with any other organisation, unless you have asked us to advertise your business on our website.

Adequate, relevant and not excessive

FHCA will monitor the data held for our purposes, ensuring we hold neither too much nor too little data in respect of the individuals about whom the data are held. If data given or obtained are excessive for such purpose, they will be immediately deleted or destroyed.

Not kept longer than necessary

We discourage the retention of data for longer than it is required. We will only retain your personal data as long as is necessary for the purposes we collected the information for and so that our contractual and legal responsibilities and our legitimate business interests are fulfilled. For accounting purposes, generally speaking only aggregated data that are not personally identifiable are held.

Your rights in relation to the personal data we hold about you

You have the right to access, rectify your personal data at any time, or ask us to restrict processing of it, by contacting us via one of the email addresses shown below. If your data are processed on the basis of consent, you may withdraw this consent at any time, and/or request erasure of the data. If you think that we are not processing your data correctly, you have the right to lodge a complaint with the Information Commissioner’s Office.

Accurate and up to date

It is the responsibility of individuals and organisations to ensure the data held by us are accurate and up-to-date. Notification of changes, or requests that we provide you with a copy of the information we hold about you, or should you wish us to delete said information by emailing the most relevant contact address:

Committee members/Volunteers:
info@flackwellheathcommunitycentre.org.uk

Grapevine distributors and/or subscribers:
grapevine@flackwellheathcommunitycentre.org.uk

Hirers of the centre:
bookings@flackwellheathcommunitycentre.org.uk

How we maintain this policy

We will keep this Data Privacy Policy under review and notify you of any changes by posting the revised policy on flackwellheathcommunitycentre.org.uk to take effect as soon as it is posted.

Date Effective 01 July 2018

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