Introduction and General Terms

Uxbridge Community Centre is committed to protecting your personal information. We’re transparent, and as such, we believe our privacy practices should be easy to understand. It is one of our fundamental responsibilities to protect the information entrusted to us, we have therefore outlined some of the measures we have to protect your privacy in our Privacy Policy. 

Whenever you provide us with personal information, we are legally obliged to use this information in line with all laws concerning the protection of personal information, in line with the new General Data Protection Regulation 25 May 2018. ("GDPR”)

What is GDPR?

GDPR applies to every company in the European Union that uses personal data. The regulations cover your data and how companies look after it. Protecting your data is really important to us at the Uxbridge Centre, and we want to make sure you know what GDPR means for you.

From May this year, companies will have to stick to new rules to make sure your data is looked after. These rules give you a number of rights. They include the right to see the personal data which companies hold about you, you being able to ask them to delete this personal data, and you have to give your explicit consent before a firm can do certain things with your data.

Data Privacy Principles

• All personal data will be processed lawfully, fairly and in a transparent manner;

·      Personal data will only be collected for the specified, purposes outlined within “What information we collect about you” and will not be further processed in a manner that is incompatible with those purposes. 

• Personal data that we collect will be adequate, relevant and limited to what is necessary in relation to the purposes for which those data are processed. The information which we collect is outlined in the section below “What information we collect about you”.
• We will take all reasonable steps to ensure that personal data is accurate and, where necessary, kept up to date.
• Personal data will be kept in a form that permits identification for no longer than is necessary for the purposes for which the personal data has been collected for processing, in line with the Uxbridge Community Centre Retention Policy.
• We will hold and process personal data in a manner that ensures appropriate security. We outline this in the “Keeping your information safe” section of this policy.

This privacy policy explains the following:

1.    Who we are;

2.    How we collect information about you;

3.    What information we collect about you and how we use it;

4.    Legal basis for using your information;

5.    Keeping your information safe;

6.    How long we hold your information for;

7.    Sharing your information;

8.    Marketing;

9.    Cookies; 

10.  Your rights;

11.  Transfer of data abroad;

12.  Changes to this policy;

13.  Contact us

We ask that you read this Privacy policy carefully as it sets out how we use and store your personal information (this means any information that identifies or could identify you). This Privacy Policy may change so please remember to check back from time to time. Where we have made any changes to this Privacy Policy, we will make this clear on our website or contact you about any changes.

Who we are:

The Uxbridge Community Centre is a registered charity (number 289924).

For the purposes of the General Data Protection Regulation (‘GDPR’), Uxbridge Community Centre will be the ‘controller’ of the personal data which you provide to us. This means that we are responsible for, and control the processing of your personal information. 

How we collect information about you

We will collect personal information from you when you or your organisation enquire about our activities. This may include your name, title, email address, physical address and telephone numbers. By entering your details, you will enable us to contact you regarding your request.

We do not track or collect information from our website using cookies.

What Information we collect about you and how we use it

Personal Information

Personal information which we collect includes details such as your name, email address, postal address, telephone numbers, or when you pay for activities, financial identifiers such as bank account details. as well as information which you provide in any communications between us. You will have given us this information whilst enquiring or registering for an event, booking a hall or any of the other ways of interacting with us.

·      Our website does not store or capture users’ personal information.

We will use this information:

·      To provide the services that you have requested;

·      To update you with important administrative messages about your event;

·      To maintain our own accounts, invoice you, or process the return of your security deposit via BACS;

·      To administer membership records;

·      Where you volunteer with us, to administer the volunteering arrangement;

·      To process a grant or application for a role;

·      Our processing also includes the use of CCTV systems for the prevention and prosecution of crime.

If you do not provide the required information, we will not be able to sign you up for a particular event or provide services which you have requested. 

We will only use this information:

·      For the purposes of dealing with your enquiry, quality monitoring or evaluating the services we provide.

·      We will not pass on your details to anyone else without your express permission except in exceptional circumstances.

We may also use your personal information:

·      If you have provided your consent, we may also contact you to invite you to upcoming events at the Centre;

·      To fundraise and promote the interests of the charity and to carry out any voluntary or charitable activities for the benefit of the public as provided for in the constitution;

Legal basis for using your information

·      There are lawful reasons that allow us to process your personal information:

a)    Contract: the processing is necessary because we need to use it in order to fulfil a contract with you, to sign you up for a particular event or provide services which you have requested.

b)    Consent: We will only use your personal information where we have your consent i.e. you have advised us that you would like to be kept informed of news and upcoming events at the Centre.

·      Whenever we process your Personal Information under the ‘legitimate interest' lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.

·      Some examples of where we have a legitimate interest to process your Personal information would be for conducting research to better understand who our supporters are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission.

Keeping your information safe

The data controllers will comply with their legal obligations to keep personal data up to date; to store and destroy it securely; to not collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data.

We have put in place the following security procedures and technical and organisational measures to safeguard your personal information: firewalls, browser certification technology, encryption, limited access, use of passwords.

You should be aware that the use of the Internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal information which is transferred from you or to you via the Internet.

How long we hold your information for

We will only hold your personal information for as long as is necessary for us to contact you, or in the event that you hire our facilities, for a period of time that is reasonable for us to process your booking and maintain our records and accounts. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits. In general, we will endeavour to keep data only for as long as we need it. This means that we may delete and shred it when it is no longer needed, and it will no longer be available to you.

Sharing your Information

Your personal data will be treated as strictly confidential. The personal information which we collect about you will only be used by our staff (and volunteers) at The Uxbridge Centre so that they can provide you with relevant services and support.

We will never sell or share your personal information with organisations so that they can contact you for any marketing activities.

It will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us your consent.

Legal disclosure

We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority);

Marketing

We will only contact you about our work and upcoming events by phone, email or text message, if you have agreed for us to contact you in this manner.

Cookies

A cookie is a small amount of data, which often includes a unique identifier that is sent to your computer or mobile phone browser from a website's computer and is stored on your device's hard drive. Each website can send its own cookie to your browser if your browser's preferences allow it, however your browser only permits a website to access the cookies it has already sent to you, not those sent to you by other sites. 

Users have the opportunity to set their devices to accept all cookies, to notify them when a cookie is issued, or not to receive cookies at any time. Each browser is different, so check the "Help" menu of your browser to learn how to change your cookie preferences.

Uxbridge Community Centre only uses cookies to ensure correct operation of our website and for no other purposes. 

Your rights

Once you have registered your details with us, you have certain rights which apply:

·      You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please make all requests for access in writing, and provide us with evidence of your identity. We will provide this information to you within 30 days, free of charge. 

·      You have the right to request that the information we hold about you is erased, where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it. When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (i.e. for our legitimate interests or regulatory purposes.

·      You have the right to ensure that your personal information is accurate and up to date, or where necessary rectified. Where you feel that your personal data is incorrect or inaccurate and should be updated, please contact office@theuxbridgecentre.org.uk

·      You have the right to data portability. You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within 30 days of receiving your request.

·      You have the right to object or to restrict the processing of your information, where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground. Please contact us as noted above, providing details of your objection.

·      You have the right to object to any decisions based on the automated processing of your personal data. 

NOTE: We do not currently carry out any automated decision-making.

Transfer of Data Abroad

Any electronic personal data transferred to countries or territories outside the EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas, so on some occasions some personal data (e.g. Group Leaders telephone numbers, web addresses and email addresses) may be accessed from overseas.

Changes to this policy

From time to time, we will review and update this policy. We will notify you of any material changes, and provide an updated version on our website. 

Contact Us

If you have any questions about the practices contained within this policy, please email office@theuxbridgecentre.org.uk Alternatively you may write to us at:

FAO The Administrator: The Uxbridge Centre, 32B The Greenway, Uxbridge, Middlesex, UB8 2PJ

If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office https://www.ico.org.uk/.