Swinton Lock Activity Centre is committed to respecting and protecting your privacy. This policy (together with any other documents referred to in it) sets out the basis on which any personal data we collect from you will be processed by us.
This policy applies to those using our services and our supporters. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
Information we may collect form you:
We collect personal data from you in the following ways:
When you make a phone call or send an email to seek information about our centre and service provision
- Recruitment and employment
- If you are referred to us by another agency
- If you have used our centre previously in any way
- Through our use of the cookies on our website (please see the cookies section below)
- Through your request for leaflets and other marketing information
- Through you request for information about our centre and what we deliver and related topics and events
- Through your registration for a service/class/event we provide
- Through your contacting us with enquiries and comments
- When you contact us to support our charity or to make a donation.
If you take one of the steps mentioned above, we will collect and process personal data about you such as:
- Your name, address, email address and other contact information
- Records of your correspondence with us, if you have contact us
- Financial details
- Details of your visit to the website
- Multimedia files such as photographs and video footage (we will seek your consent for this)
- Information about your experiences and
Any other information provided to us when you contacted us for utilising our services such as age, health information including details of disability and safeguarding necessities.
We will not collect any personal information from you that we do not need.
Legal basis for collecting and processing information
We are allowed to collect this data s we have the following legal bases. Sometimes there will be more than one legal basis for collecting and processing your personal data.
|When you make a phone call or send an email to seek information about our services||Legitimate interests – it is necessary for us to read and store your email or note the phone calls so that we can respond to you about the services available.|
|Recruitment and employment||Contract – it is necessary for us to collect and process personal information when recruiting or employing someone. Employees receive an employment contract.
Legal obligation – it is necessary to collect certain personal information to enable us to meet the obligations of other laws such as employment or tax laws.
|If you are referred to our services||Consent – referrals are usually made to us with your consent. If you withdraw consent, we may not be able to provide all services to you but we will discuss this with you to ensure you have all the information to make the choice.
Protecting vital interests of a person – occasionally we may receive a referral from a third party who believes we can help you and this will be to support you and protect your interests.
|If you have used our services||Contract – to use our services, you will enter into a contract with us|
|Through your request for publications and other marketing materials||Consent – by making you request you do this with your consent. You can withdraw this at any time by contact us.|
|Through your request for information about our services and related topics and events||Consent – by making a request for service and event information you do this with your consent. You can withdraw this at any time by contacting us.|
|Through your registration for events||Contract – by registering for an event, you are entering into a contract with us.|
|Through your contacting us with enquiries and comments||Legitimate interests – it is necessary to record enquiries and comments to enable us to provide information and respond to comments.
Consent – when you contact us with a comment, we collect this information with your consent.
|When you contact us to support our charity or to make a donation.||Legitimate interests – this is necessary to enable us to fulfil your intention of support or donating money, and your expectation of receiving a confirmation of this.|
|Multimedia files such as photographs and video||Consent – we will seek your consent to record/take these images and we will inform you of the use of these. You can withdraw consent at any time by contact us.|
Information others may share with us about you:
We never buy personal data from third parties or trade data with other charities.
Where we receive personal data that relates to an individual from a third party, we request that this third party inform the individual of the necessary information regarding the use of their data.
Where we store your personal data
The data that we collect from you may be transferred to and stored at our servers in the UK. It may also be processed by persons operating in the EEA who work for us or an organisation we have instructed. We will ensure that we have appropriate contracts in place that include clear instructions on data protection.
If we do send your personal data outside the EEA we will take steps to ensure that the recipient implements appropriate measures to protect your information.
Security: We take the security of all the data we hold seriously. Staff are trained on data protection, confidentiality and security.
We have a framework of policies and procedures which ensure we regularly review the appropriateness of the measures we have in place to keep the data we hold secure.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try and prevent unauthorised access.
Uses made of the information:
We will process your personal data, in accordance with our obligations under applicable data protection laws and regulations.
We use your personal data for the following reason/s
- to provide you with the services you have requested
- to comply with applicable laws and regulations
- for administrative purposes to assess enquiries and to provide you with information about us and our services
If, at any time, you do not wish to receive further information about us and our services, you can contact us at the address shown.
How long we keep your information:
We retain the personal data processed by us in a live environment for as long as is considered necessary for the purpose(s) for which it was collected (including as required by applicable law or regulation).
Personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it.
When we no longer need this personal data we will securely and confidentially delete or dispose of it promptly.
Disclosure of your information
We may disclose your personal information to third parties if we are under a duty to disclose or share your personal data to comply with any legal obligation, required to do so by law or a court order, or to enforce or apply any agreements, or to protect the rights, property or safety of Swinton Lock Activity Centre or others. This includes exchanging information with other organisation for the purposes of safeguarding or other statutory regulations we must comply with.
There are times when we have to report to our funders and regulators or other relevant bodies how we have used our funds/budgets and in those circumstances, we will report your information either aggregately or anonymously.
Individuals have certain rights over their personal data and Swinton Lock Activity Centre is responsible for fulfilling these rights as follows
- Individuals may request access to their personal data held by us as a controller.
- Individuals may request us to rectify personal data submitted to us, or where appropriate contact us via the relevant website registration page or by amending the personal details held on relevant applications with which they registered.
- Individuals may request that we erase their personal data.
- Where we process personal data based on consent, individuals may withdraw their consent at any time by contacting us or clicking on the unsubscribe link in an email received from us.
- Individuals may have other rights to restrict or object to our processing of personal data and the right to data portability.
- Individuals may request information about, or human intervention into, any automated data processing that we may undertake.
If you wish to exercise any of these rights please sent an email to Swinton Lock Activity Centre at email@example.com or write to us at our address shown.
Sometimes we are unable to fulfil a right for legal reasons. If this applies, we will explain this to you. A full summary of your rights can be found at the Information Commissioner’s website https://ico.org.uk/
Swinton Lock Activity Centre may collect information about your computer, including where available your IP address, operating systems and browser type, for system administration. This is statistical data about our users’ browsing actions and patterns.
We hope that you won’t ever need to, but if you do want to complaint about our use of personal data please sent an email with the details of your complaint to firstname.lastname@example.org
We will investigate and respond to any complaints we receive.
You also have the right to lodge a complaint with the UK data protection regular, the Information Commissioner’s Office (ICO). For further information on how to complaint to the ICO, please refer to the ICO website https://ico.org.uk/