Madeley Rural Community Charity Privacy Policy (May 2022)

Madeley Centre
New Road
Madeley
Nr Crewe
CW3 9DN

Telephone: 01782 751808

Administrator/General enquiries:

finance@madeleycentre.co.uk

madeleycentre@gmail.com 

Registered Charity Number: 1130189

Company Number: 06921078

If you require this policy in an alternative format please email finance@madeleycentre.co.uk

MADELEY RURAL COMMUNITY CHARITY

A Registered Company Limited by Guarantee and not having Share Capital Number 6921078: Registered Charity Number 1130189.

Privacy Policy

WHO WE ARE

We (or ‘us’) means Madeley Rural Community Charity (details above) and our registered address is The Madeley Centre, New Road, Madeley, Crewe, Cheshire, CW3 9DN. We are registered with the Information Commissioner’s Office as a data controller (number Z3189519).

This Privacy Policy relates to our use of any personal information we collect from you via the following services:

• The Madeley Centre website https://www.madeleycentre.co.uk/
• Social Media
• Any personal information you provide to us by phone, SMS, email, in letters and other correspondence and in person.

We are committed to protecting your personal information and privacy. This Privacy Policy describes exactly how we collect and use your personal information.

This Privacy Policy explains the following:

• What information we may collect and why we collect it;
• How we will use information we collect about you;
• When we may use your details to contact you;
• Whether we will disclose your details to anyone else;
• Your choices regarding the personal information you provide to us;
• The use of cookies on the Madeley website and how you can reject cookies.

Madeley Rural Community Charity is committed to safeguarding your personal information. Whenever you provide such information, we are legally obliged to use your information in line with all applicable laws concerning the protection of personal information, including the Data Protection Act 1998 (these laws are referred to collectively in this Privacy and Cookies Policy as the “data protection laws”).

We may change this policy from time to time by updating the information on the website. You should check this page from time to time to ensure that you are happy with any changes. In the event that the change is significant or material, we will notify you of such a change by revising the link on the home page to read “Updated Privacy Policy”. This policy is effective from April 2022.

We have appointed a Data Protection Officer Steve Ellis to oversee our compliance with data protection laws. They can be contacted by emailing dpo@madeleycentre.co.uk .

By contacting us, using our services or visiting our website you’re agreeing to be bound by this Policy.

CHOICES

The charity is only permitted to contact you if you give them specific consent. They might send you updates about news, events and fundraising activities. You have a choice about whether or not you wish to receive information from the Charity. If you do not want to receive direct communications, you can select your choices by ticking the relevant boxes situated on the forms where we collect your information. You can change your communication preferences at any time by contacting us as above.

DATA SECURITY

The Charity is committed to keeping your personal information safe and secure and we have security policies and technical measures in place to help protect your information. We will put in place procedures and technologies, supported by privacy impact and risk assessments, to maintain the security of all personal data from the point of collection to the point of destruction.

WHERE YOUR DATA IS HELD

Paper copies of your personal data are held in locked cabinets within an office with keypad entry or on a password protected laptop. Only authorised members of staff have access to these files. Electronic storage of personal data on laptops or memory sticks is protected by passwords which only a limited number of authorised people have access to.

SUBJECT ACCESS REQUESTS

You have the right to request a free copy of the information we hold about you. Before we are able to assist with your request, we will need you to confirm your identity and what data you require. We will endeavour to respond promptly and in any event within one month of the request.

Your rights as a data subject

You have the following rights in relation to your personal information:

• The right to be informed about how your personal information is being used;
• The right to access the personal information we hold about you;
• The right to request the correction of inaccurate personal information we hold about you;
• The right to request the erasure of your personal information in certain limited circumstances;
• The right to restrict processing of your personal information where certain requirements are met;
• The right to object to the processing of your personal information;
• The right to request that we transfer elements of your data either to you or another service provider; and
• The right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us.  For example, we do not use automated decision making in relation to your personal data.  However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by emailing dpo@madeleycentre.co.uk.

If you are unhappy with the way we are using your personal information, you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

Consent

Giving Consent to Madeley Rural Community Charity will only be undertaken where the individuals have:

• A genuine choice and level of control over how your data is used;
• The right to only opt-in to give consent with no pre-ticked or implied consent options;
• Individuals are made fully aware of what they are consenting to;
• The right to withdraw consent at any time by speaking to a member of staff or emailing finance@madeleycentre.co.uk and,
• The right to know the purpose of collecting and processing your data.

There is the need for Madeley Rural Community Charity to collect and process personal data without consent in the fulfilment of its duties and obligations to you, where appropriate. (For example: Personal and banking information will be required to process payments for goods and services provided by the charity). Should Madeley Rural Community Charity partner with a payments collection company to enable the collection of these payments this provider will, as a business necessity, have access to customers’ personal information.

Madeley Rural Community Charity will hold a copy of your consenting action in relation to who consented, when and how you were told. This information will be kept by Madeley Rural Community Charity as long as is deemed appropriate.

Collecting Personal Information

When you hire our facilities or take part in one of our services at the Madeley Centre, you may provide us with or we may obtain personal information about you, such as information regarding your:

• Personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;
• Date of birth;
• Gender;
• Records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
• Any credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you;
• CCTV footage and other information obtained through electronic means such as swipecard and key fob records;
• Records of your attendance at any events or competitions hosted by us;
• Images in video and/or photographic form and voice recordings; and
• Your marketing preferences so that we know whether and how we should contact you.

 HOW DO WE USE PERSONAL INFORMATION?

We use the personal information collected from you for these purposes:

• To produce a membership list as a legal requirement and for the purpose of communicating information to members.
• To produce a room booking timetable for the effective running of The Centre.
• To produce a schedule for volunteers.
• To produce a list of goods and services suppliers.
• To produce files relating to our Computer Hub users, some of whom are children.
• To produce files relating to employees.
• To maintain our accounts and financial records.

Within certain programmes, often commissioned services, we may also collect, store and use the following ‘special categories’ of more sensitive personal information regarding you:

• Information about your race or ethnicity and sexual orientation; and,
• Information about your health, including any medical condition, health and sickness records, medical records and health professional information.

Children’s information is also classed as ‘special category’ data.

We routinely collect data on children in order to undertake the delivery of our services. This may include personal information including name, address, date of birth, school, etc. This information will only be used for the purpose for which it was collected.

Parental or Guardian consent is requested for all usage, for children and adolescents up to the age of 18.

 WHAT PERSONAL INFORMATION DO WE COLLECT FOR OUR EMPLOYEES?

In recruiting, managing and administering the employment of our staff, we may require further personal data including some sensitive classes of information.

It is necessary for us to collect this personal data in order to provide our services. We are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of privacy. We will assess the accuracy and relevance of the information we hold every two years.

Using Personal Information

We use information we collect to provide you with services which you request and to improve our existing services.

When you contact us, we may keep a record of your communication to help solve any issues that you might be facing. Your information may be retained for a reasonable time for use in future contact with you, or for future improvements to our services.

In the event the information you provide to us is an application for employment, that application will be held in accordance with our Document Retention Policy.

Sharing Personal Information

We may also use or disclose your personal information when we believe, in good faith, that such use or disclosure is reasonably necessary to (i) comply with law, (ii) enforce or apply the terms of any of our user agreements, or (iii) protect the rights, property or safety of Madeley Rural Community Charity, our users, or others. We reserve the right to transfer and disclose your information if we become involved in a business divestiture, change of control, sale, merger, or acquisition of all or a part of its business.

Unless otherwise specified or prohibited, Madeley Rural Community Charity may share information with affiliates, business partners, service providers, subsidiaries or contractors who are required to provide you with services which you have requested from us.

We will only share information with other organisations where we have your permission to do so in accordance with this Privacy Policy or where it is necessary for a legitimate reason connected with the services we offer, or where it is required by law or regulation (eg Trustees information to the Charity Commission and Companies House).

Marketing

We like to tell you about other services we offer. When you are joining a programme or signing up for a membership we will ask if we can market to you. We will also ask how you would like to be contacted.

At the end of your membership your data will be retained in line with our Data Retention Policy.

Within all electronic communications, there will be the option to directly unsubscribe or you can email finance@madeleycentre.co.uk .

At any time you are able to alter your preferences by emailing finance@madeleycentre.co.uk .

Customer details collected as part of online campaigns are retained within the third party email service provider; Campaign Monitor; when customer opt in to receive future communication, and will be kept within these accounts indefinitely unless customer choose to unsubscribe/opt out from the communication.

Campaign monitor collected customer/prospect’s details from Madeley Centre data capture forms on our website or paper copies within our centre (with email marketing communication consent), event outreach, website sign up, and online lead generation campaign. Campaign monitor will delete content and/or any archived data within 30 days after the date of cancellation of the agreement and only with the written confirmation.

Paper form details are collated on to a central data base and accessed via a secure login to restricted persons. Paper forms are destroyed as per section 5 below after being scanned and stored on the secure location for future proof.

All data base information gathered for marketing purposes is destroyed when information is no longer required or useful and is not retained for a period of more than 12 months

GIFT AID

Some donations you make through the Charity’s products and services will be eligible for Gift Aid and we claim Gift Aid on your behalf.

For the Charity to claim Gift Aid on your donation, you must currently pay Income Tax equal to or more than the amount of tax which will be reclaimed on your donation. The payment of other taxes such as Council Tax and VAT does not qualify. As part of this process the Charity is required to submit your details including your address to HMRC, and in asking us to make a Gift Aid claim you are giving us permission to use your personal details in this way.

Website – Security, Cookies, IP Addresses, Aggregate Information & Hyperlinks

The Madeley Centre website (www.madeleycentre.co.uk) is a key communication tool for us. We take interaction with our website and the safety of our users very seriously.

Cookies are a technology that can be used to help personalise your use of a website. A cookie is an element of information that a website can send to your browser, which may then store it on your system. You can set your browser to notify you when you receive a cookie, giving you the chance to decide whether to accept it or decline at any time. To enable Madeley Centre to assess the effectiveness and usefulness of this Site, and to give you the best user experience, we collect and store information on pages viewed by you, your domain names and similar information. Our Site makes use of anonymous cookies for the purposes of:

• Completion and support of Site activity
• Site and system administration
• Research and development
• Anonymous user analysis, user profiling, and decision-making.

An Internet Protocol (“IP”) address is associated with your computer’s connection to the internet. Madeley Centre may use your IP address to help diagnose problems with Madeley Centre server, to administer the Site and to maintain contact with you as you navigate through the Site. Your computer’s IP address also may be used to provide you with information based upon your navigation through the Site.

Aggregate information is used to measure the visitors’ interest in, and use of, various areas of the Site and the various programs that Madeley Centre administers. Madeley Rural Community Charity will rely upon aggregate information, which is information that does not identify you, such as statistical and navigational information. With this aggregate information, we may undertake statistical and other summary analyses of the visitors’ behaviours and characteristics. Although we may share this aggregate information with third parties, none of this information will allow anyone to identify you, or to determine anything else personal about you.

The Madeley Centre website contains hyperlinks to websites owned and operated by third parties. These third party websites have their own privacy policies, and are also likely to use cookies, and we therefore urge you to review them. They will govern the use of personal information you submit when visiting these websites, which may also be collected by cookies. We do not accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.

Social Media and Online Engagement other than the Madeley Centre Website

We use a variety of online engagement tools and social media options to communicate and interact with customers, potential customers, employees and potential employees. These sites and applications include popular social networking and media sites, open source software communities and more. To better engage the public in ongoing dialog, we use certain third-party platforms including, but not limited to, Facebook. Third-Party Websites and Applications (TPWA) are Web-based technologies that are not exclusively operated or controlled by us.

When interacting with the Madeley Rural Community Charity presence on those websites, you may reveal certain personal information to us or to third parties. Other than when used by Madeley Centre employees for the purpose of responding to a specific message or request, Madeley Centre will not use, share, or retain your personal information.

• The Facebook privacy policy is available at http://www.facebook.com/policy.php.

Compliance, Monitoring & Enforcement

Madeley Rural Community Charity adheres to the European Union Data Protection (95/46/EC) and e-Privacy (2002/58/ED) Directives, the Data Protection Act 1998 and the General Data Protection Regulations.

We do, for legitimate business reasons, transfer minimal data outside the EU and all/any company in the US will be required to adhere to the GDPR principles and have signed up to the US Privacy Shield.

We regularly review our compliance with our Privacy Policy. We also adhere to several self-regulatory frameworks in addition to complying with applicable law. If we receive formal written complaints, we will follow up with the person making the complaint. We work with the appropriate regulatory authorities to resolve any complaints that cannot be resolved directly.

Accessing and Updating Your Personal Information

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address.

If you have provided us with your personal information, you have the right to inspect the information stored by us for accuracy, or may request that the information be removed from our records. We will make all reasonable efforts to comply with such requests except where it would require a disproportionate effort (for example developing a new system or changing an existing practice).

We will require that you verify your identity before we act on a request to edit or remove your information.

Requests to update or any requests regarding your personal data held by Madeley Rural Community Charity can be made by emailing finance@madeleycentre.co.uk