Chapel Gym Complaints Policy

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Privacy Policy

BACKGROUND

Wheathampstead Chapel Community Hub understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website and who uses our facilities and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Please read this Privacy Policy carefully and ensure that you understand it.

1. Definitions and Interpretation

In this Policy the following terms shall have the following meanings:

“Account”	means an account required to access and/or use certain areas and features of our Site;
“Cookie”	means a small text file placed on your computer or device by our Site when you visit certain parts our Site and/or when you use certain features of our Site. Details of the Cookies used by our Site are set out in Part 14, below; and
“Cookie Law”	means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003;

2. Information About Us

Wheathampstead Chapel Community hub is the data controller (WCCH), we are a registered charity, our number is 1196844, we are based at The Chapel Halls, Brewhouse Hill, AL4 8AG our contact details are J_deller@btinternet.com, 01582 834130.

3. What Does This Policy Cover?

This Privacy Policy applies only to your use of Our Site and our facilities. Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

4. What Is Personal Data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

5. What Are My Rights?

Under the Data Protection Legislation, you have the following rights, which We will always work to uphold:

a) The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 15.

b) The right to access the personal data we hold about you. Part 13 will tell you how to do this.

c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 15 to find out more.

d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 15 to find out more.

e) The right to restrict (i.e. prevent) the processing of your personal data.

f) The right to object to us using your personal data for a particular purpose or purposes.

g) The right to withdraw consent. This means that, if we relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.

h) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.

i) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 15.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 15.

6. What Data Do You Collect and How?

Depending upon your use of Our Site and our facilities we may collect and hold some or all of the personal data set out in the table below, using the methods also set out in the table. Please also see Part 14 for more information about our use of Cookies and similar technologies.

Data Collected	How We Collect the Data
Identity Information including name.	From the data subject
Contact information including email, address, telephone number.	From the data subject
Business information including business name and job title.	From the data subject
Health information	From the data subject
Photographs	Of the data subject
Payment information including card details.	From the data subject

7. How Do You Use My Personal Data?

Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we [will] OR [may] use your personal data, and our lawful bases for doing so:

What We Do	What Data We Use	Our Lawful Basis
Membership lists	Identity information, contact information	Article 6 (1) (f) in our legitimate interest to communicate with our members and Article 9 (2) (d) not-for-profits.
Records of attendance	Identity information, contact information	Article 6 (1) (f) in our legitimate interest to communicate with our members and Article 9 (2) (d) not-for-profits.
Safeguarding	Identity information, contact information.	Article 6 (1) (f) in our legitimate interest to communicate with our members and Article 9 (2) (d) not-for-profits.
Insurance	Identity information, contact information.	Article 6 (1) (f) in our legitimate interest to communicate with our members and Article 9 (2) (d) not-for-profits.
Complaints	Identity information, contact information.	Article 6 (1) (f) in our legitimate interest to communicate with our members and Article 9 (2) (d) not-for-profits.
Room Hire	Identity information, contact information, payment information and business information	Article 6 (2) contract for room hire.
Photography	Photographs	Article 6 (1) (a) consent
Accidents	Identity information, contact information and business information.	Article 6 (1) (c) legal obligation
Gym Membership	Identity information, contact information, payment information and health information.	Article 6 (2) contract for gym membership Article 9 (2) (a) consent

We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 15.

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights

8. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

Type of Data	How Long We Keep It
Identity Information including name.	Reviewed yearly
Contact information including email, address, telephone number.	Reviewed yearly
Business information including business name and job title.	Reviewed yearly
Health information	Reviewed yearly
Photographs	Reviewed yearly
Payment information including card details.	Deleted immediately

9. How and Where Do You Store or Transfer My Personal Data?

We will only store or transfer your personal data within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the Data Protection Legislation, GDPR, and/or to equivalent standards by law.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

· limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;

· procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so;

10. Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject to the following exception[s].

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

We may sometimes contract with the following third parties to supply certain services.

Recipient	Activity Carried Out	Location
Membership System	Gym Membership	EU
Administration System	All administration	EU

If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 9.

11. How Can I Control My Personal Data?

11.1 In addition to your rights under the Data Protection Legislation, set out in Part 5, when you submit personal data via Our Site, you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails or at the point of providing your details).

11.2 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.

12. Can I Withhold Information?

You may access Our Site without providing any personal data at all.

You may restrict our use of Cookies. For more information, see Part 14.

13. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 15.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within 30 days of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

14. How Do You Use Cookies?

Our Site may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve our services. We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.

All Cookies used by and on Our Site are used in accordance with current Cookie Law.

Before Cookies are placed on your computer or device, you will be shown a cookie prompt requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended.

15. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:

Email address: J_deller@btinternet.com.

Telephone number: 01582 834130.

Postal Address: The Chapel Halls, Brewhouse Hill, AL4 8AG.

16. Changes to this Privacy Policy

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date. This Privacy Policy was last updated on 31^st August 2022.

Health and Safety Policy

Introduction

This Management System is based on nationally agreed principles, defined and developed to provide the necessary strength, flexibility and appropriate foundation for the development of a sustainable health and safety culture throughout the organisation.

The practical recommendations of the procedures and guidance within this document are intended for use by all those who have a responsibility for managing our health and safety activities.

We are accountable for and have a duty to organise, arrange and ensure that health and safety obligations are satisfied. The implementation of a Health and Safety Management System is a useful way of fulfilling this duty. This document is designed to be a practical tool to assist us in achieving continual improvement of our health and safety performance.

Introducing a Health and Safety Management System will provide a systematic approach to reducing hazards and risks within our organisation.

This Management System is inclusive of all locations, premises and companies that sit under our primary legal entity and is based on nationally agreed principles which have been defined and developed to provide the necessary strength, flexibility and appropriate foundation for the development of a sustainable health and safety culture throughout.

The practical recommendations of the procedures and guidance within this online document are intended for use by all those who have a responsibility for managing our health and safety activities.

Introducing a Health and Safety Management System will provide a systematic approach to reducing hazards and risks across the whole range of our businesses.

For the purposes of this document only, all references to the Company are inferenced to in the context of the document.

Health and Safety Policy Statement

Wheathampstead Chapel Community Hub aims to ensure, so far as is reasonably practicable, the health, safety and welfare of our employees while they are at work and of others who may be affected by our undertakings. This general policy statement provides a commitment and intent to comply with the Health and Safety at Work etc. Act 1974. The Act applies only to paid employees but Wheathampstead Chapel Community Hub is also committed to protecting volunteers from risk, and any reference to employees in this document or in any other document within this Management System is deemed to include volunteers.
To ensure the principles of health and safety are clearly understood throughout the organisation we will be committed to:

complying with relevant health and safety laws and regulations, voluntary programmes, collective agreements on health and safety and other requirements to which the organisation subscribes;setting and monitoring of health and safety objectives for the organisation;
effective communication of and consultation on health and safety matters throughout the organisation;
assessing the risks to the safety, health and well-being of our employees and others who may be affected by our activities and implementing controls to minimise those risks;
ensure the health and wellbeing of our employees;
preventing work-related injuries, ill health, disease and incidents;
providing and maintaining safe plant and equipment and implementing safe systems of work;
the safe use, handling, storage and transport of articles and substances;
providing and maintaining a safe working environment with safe access, egress and welfare facilities;
providing the necessary training to our employees and others, including temporary employees to ensure their competence concerning health and safety;
providing suitable and sufficient information, instruction and supervision for employees;
continually improving the performance of our health and safety management;
devoting the necessary resources in the form of finance, equipment, personnel and time to ensure the health and safety of our employees and seeking expert help where the necessary skills are not available within the organisation;
to carry out an annual review and when necessary the revision of this health and safety policy;
making this policy available to relevant interested external parties, as appropriate.

Organisation and Responsibilities

The following individual post(s) have been allocated overall health and safety responsibilities within the terms of our policy:

Jane Deller , Trustee Chair
Julie Bell, Treasurer

Day to day responsibility for ensuring the policy is put into practice and consultation with employees is delegated to:

Maria Azcona, Health and Safety Lead

Responsible Persons

It is important that health and safety standards are maintained and improved. Where necessary specific roles within the organisation have been allocated additional responsibility for health and safety. Where this responsibility is specific to a subject area, the details of the responsible person are communicated to employees in writing or verbally as required.
These Responsible Persons will also be required to monitor their areas of control and the performance and activities of all persons under their control to ensure that acceptable standards are maintained. They will ensure:

The objectives and guidance outlined within our health and safety management system is fully understood and observed by persons under their control;
Responsibilities for health and safety are clearly defined and allocated/delegated to the appropriate levels within their areas of responsibility;

The health and safety policy statement will be brought to the attention of all employees under their control, making them aware of all hazards and the means of controlling those hazards;

Any changes to the health and safety policy or our arrangements are brought to the attention of all persons under their control;
That no items of machinery, equipment or substances are used unless the hazards associated with them have been identified, risk assessed and effective controls put into place.

Employees and relevant/interested parties shall:

Take reasonable care of their own health and safety and that of others who may be affected by their actions;
Co-operate with management to meet the employer’s legal duties and work in accordance with the organisation’s procedures;
Not intentionally or recklessly interfere with or misuse anything provided in the interest of health, safety or welfare and refrain from actions (or inactivity) which might endanger themselves, or others;
Demonstrate their commitment to health and safety by their behaviour and co-operate in the investigation of accidents and incidents;
Comply with all safety instructions or procedures and not undertake any tasks that they are not trained and authorised for.