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?
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 31st
August 2022.