This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we will store and handle that data, and keep it safe.
We know that there is a lot of information here but we want you to be fully informed about your rights, and how the Newcourt Community Association uses your data.
We hope the following sections will answer any questions you have, but if not, please do get in touch with us by email to firstname.lastname@example.org
It’s likely that we will need to update this Privacy Notice from time to time. We will notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.
When you are using the Newcourt Community Centre website, Newcourt Community Association is the data controller.
2. Who we are?
The Newcourt Community Association (Association) is a registered Charitable Incorporated Organisation committed to helping Newcourt become a great place to live, with responsibilities that include the management and operation of the Newcourt Community Centre.
In this policy ‘Newcourt Community Association’, ‘we’, ‘us’ or ‘our’ means:
Newcourt Community Association, registered charity (no. 1152841) is a Charitable Incorporated Organisation. Registered address is Newcourt Community Centre, Blakeslee Drive, Exeter EX2 7FN.
3. How do we collect information from you?
We obtain information about you in the following ways:
When you give it to us DIRECTLY
We may obtain information about you when you take part in one of our events, make a donation, apply to volunteer for us, booking a room, booking for an event, signing up as a member or when you register to receive newsletters, updates and enquiring.
When you use our websites
We automatically collect the following information:
Technical information, including the type of device you’re using, the IP address, browser and operating system being used to connect your computer to the internet. This information may be used to improve the services we offer.
We collect and use your personal information by using cookies on our website – more information on cookies can be found under the ‘Cookies & usage tracking’ section below.
When you interact with us on social media platforms such as Facebook and Twitter we may obtain information about you (for example, when you publicly tag us in an event photo). The information we receive will depend on the privacy preferences you have set on those types of platforms.
Your supporter record
If you support us, for example sign up for our marketing, make a donation, volunteer, register to fundraise, sign up for a workshop or an event, lobby or campaign for us or buy something from us, we will keep a record of your support.
4. What type of information is collected from you?
The personal information we collect, store and use might include:
Your name and contact details (including postal address, email address and telephone number);
Information about your activities on our website and about the device used to access it, for instance your IP address and geographical location;
Your bank or credit card details. If you make a donation or make a booking, your card information is not held by us, it is collected by our third party payment processors.
Any other personal information shared with us.
5. Children’s data
We sometimes collect and manage information from children, and aim to manage it in a way which is appropriate to the age of the child. Information is usually collected when children attend our events or fundraise for us. Wherever possible and appropriate, we will seek consent from a parent or guardian before collecting information about children and we will make sure advertising for events is age appropriate.
6. How we use your data
We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the point 3, 4 and 5 at the top of this policy.
For example, we may use your personal information to:
reply to enquiries you send to us;
handle donations or other transactions that you initiate;
where you have specifically agreed to this, send you marketing communications by email relating to our work which we think may be of interest to you.
7. What legal basis do we have for processing your personal data?
Data protection laws mean that each use we make of personal information must have a “legal basis”. The relevant legal bases are set out in the General Data Protection Regulation (EU Regulation 2016/679) and in current UK data protection legislation.
Consent is where we ask you if we can use your information in a certain way, and you agree to this (for example when we send you marketing material via post or e-mail). Where we use your information for a purpose based on consent, you have the right to withdraw consent for any future use of your information for this purpose at any time.
We have a basis to use your personal information where we need to do so to comply with a legal or regulatory obligation, for example where we are ordered by a court or regulatory authority like the Charity Commission or Fundraising Regulator.
8. When we share your data
We will only pass your data to third parties in the following circumstances:
You have provided your explicit consent for us to pass data to a named third party.
We are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors.
We are required by law to share your data.
In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.
9.Where do we store and process personal data?
We ensure that there are appropriate technical and organisational controls (including physical, electronic and managerial measures) in place to protect your personal details. For example our online forms are always encrypted and our network is protected and routinely monitored.
10. How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.
11. Rights you have over your data
You have a range of rights over your data, which include the following:
Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by clicking the ‘unsubscribe’ link at the bottom of all our marketing emails).
You have the right to ask for rectification and/or deletion of your information.
You have the right of access to your information.
You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.
A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.
12. Cookies & usage tracking
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, eg remembering your preferences and counting the number of people looking at a website.
If you are unhappy with any aspect of how we are using your personal information we’d like to hear about it. We appreciate the opportunity this feedback gives us to learn and improve.
You also have the right to lodge a complaint about any use of your information with the ICO (https://ico.org.uk), the UK data protection regulator.
How to contact us?
If you have any questions, comments or suggestions, please let us know by email to email@example.com.