Privacy Policy

Introduction  
Welcome to Hexham Community Centre’s privacy policy.
We respect your privacy and are committed to protecting your personal data. This privacy policy will tell you how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
 
 

1.  Important information and who we are

Purpose of this privacy policy  

This privacy policy aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website.
This website is not intended for children and we do not knowingly collect data relating to children.
 
It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.
 
Controller
Hexham and Tynedale Community Trust (trading as Hexham Community Centre) is the controller and responsible for your personal data (collectively referred to as “we”, “us” or “our” in this privacy policy).
 If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the details set out below.
 
Contact details  
If you have any questions about this privacy policy or our privacy practices, please contact us in the following ways:
 
Full name of legal entity: Hexham and Tynedale Community Trust
Email address: info@hexhamcommunitycentre.org
Postal address: Hexham Community Centre, Gilesgate, Hexham NE46 3NP
 
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
 
Changes to the Privacy Policy and your duty to informa us  
We keep our privacy policy under regular review. This version was last updated on 27th July 2021.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
 
Third-party links 
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
 
 

2.  The data we collect about you  

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
 
We may collect, use, store and transfer different kinds of personal data about you depending upon who you are and the nature of your interaction with us. Please refer to section 4 for details as to what information we collect and what we use it for.
 
If you fail to provide personal data  
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.
 
 

3.  How is your personal data collected?  

We use different methods to collect data from and about you including through direct interactions with you (or a family member or friend of yours where you are not able to interact with us), automated technologies (including technical data using cookies) and from third parties or publicly available sources.
 
 

4.  How we use your personal data  

We will only use your personal data when the law allows us to. We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
 
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
 
Purpose/Activity: 
To give you access to our premises (visitors, participants)

Type of data: 
Contact details (typically name and number) and date and time in and out of our premises

Lawful basis for processing including basis of legitimate interest: 
  • Legitimate interests – in the case of fire we are aware of how many individuals are in the building. 
  • Compliance with laws under the current Covid-19 track and trace requirements (for so long as they are applicable).
 
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Purpose/Activity: 
To give you access to our premises (contractors) and to provide you with advertising space at our premises or on our website.
 
Type of data: 
Contact details (typically name, address, email address and telephone number)
 
Lawful basis for processing including basis of legitimate interest: 
Legitimate interests – it is in both of our legitimate interests for us to contact you in the event that we would like you to carry out work at our premises. Similarly it is within your legitimate interests to want advertising opportunities.
 
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Purpose/Activity: 
To be able to let areas of our premises to you (our tenants)
 
Type of data: 
  • Contact details (typically name, address, email address, telephone number).
  • Lease / licence agreement
  • Insurance information
  • DBS checks (if applicable)
Lawful basis for processing including basis of legitimate interest: 
  • Performance of a contract – so that we can let the premises to you.
  • Compliance with laws for DBS checks (where applicable). 
  • Legitimate interests – to be able to contact you in the event of an unexpected closure of our premises or other reasons relating to your tenancy.
  • Legitimate interests – to display details of your business on our website or within the premises for information and advertising purposes for your legitimate interests.
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Purpose/Activity: 
To enable you to participate in one of our events or if you are one of our group leaders
 
Type of data: 
  • Contact details (typically name, address, email address, telephone number)
  • DBS check (if applicable)
Lawful basis for processing including basis of legitimate interest: 
  • Legitimate interests – it is in both our legitimate interests to be able to contact you about the event for the purposes of making arrangements etc. It is also in our legitimate interests to confirm your insurance details if you are providing goods or services from our premises.
  • DBS checks – compliance with applicable laws where you may come into contact with children or vulnerable people.
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Purpose/Activity: 
To allow you to participate in one of the groups hosted at our premises
 
Type of data: 
  • Contact details (typically name, address, email address and telephone number)
  • Details required for invoicing
  • Dietary requirements (for our Luncheon Group and Open Arms Group)
  • Emergency contact details
Lawful basis for processing including basis of legitimate interest: 
  • Legitimate interests – it is in both our legitimate interests to invoice you for the relevant group and to contact you in relation to the relevant group. It is also in both of our legitimate interests to have contact details on file in the event of an emergency.
  • We request dietary requirements where food is provided. This is on the basis of our carrying out our legitimate purposes as a not-for profit organisation for the care and safeguarding of children, individuals at risk and disabled persons.
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Purpose/Activity: 
Reporting requirements in the event of a safeguarding issue or incident at our premises
 
Type of data: 
  • Contact details (typically name, address and telephone number)
  • Date of Birth 
  • Information on the incident (including date, time and other details)
Lawful basis for processing including basis of legitimate interest: 
  • For reporting requirements under applicable laws.
  • Also for our legitimate interests (on an anonymised basis) to inform our risk assessments and to make any health and safety improvements.
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Purpose/Activity: 
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
 
Type of data: 
  • Technical information collected through the use of cookies.
  • Where we are responding to a technical query from you we will also collect contact details.
Lawful basis for processing including basis of legitimate interest: 
Legitimate interests - for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise.
 
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Purpose/Activity: 
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
 
Type of data: 
  • Technical information collected through the use of cookies.
  • Contact details (typically name and email address or telephone number) (if applicable).
Lawful basis for processing including basis of legitimate interest: 
Legitimate interests – to work on improving our website and presence as well as improving our customer service, relationships and experience.
 
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Purpose/Activity: 
Marketing
 
Type of data: 
Name, email address.
 
Lawful basis for processing including basis of legitimate interest:
Consent – you can opt out at any time by contacting us at the details set out at the start of this policy.
 
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Cookies

We may obtain information about your general internet usage by using a cookie file which is stored on your browser or the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our website and to deliver a better and more personalised service. Some of the cookies we use are essential for the website to operate. If we want to use any cookies other than essential cookies, we will ask for your consent.
 
The cookies we currently use are as follows:
 
• Session cookie: this cookie is used to ensure you are recognised when moving from page to page within our website. For example, if you are a registered user then it prevents you from having to log in separately on every page. It is deleted when you close your browser.
 
• Google Analytics (__utma, __utmb, __utmc, __utmz): these cookies are used to collect information about how visitors use our website. The information includes the time of the current visit, whether you have been to the website before and what website referred you here. We use this information to estimate our audience size and usage pattern, so that we can improve our website by understanding how people use it. Click here for further information from Google on Google Analytics and your privacy.
 
• Cookies that are set by Facebook and Twitter on pages where their respective “Share” links are included on the page, and standard Facebook cookies that are set if you use Facebook Connect. Click here for further information on how Facebook uses cookies, and click here for information on Twitter’s use of cookies. 
We do not have any targeted advertising cookies on our website.
 
You can block cookies by activating the setting on your browser which allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be to access all or parts of our website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies as soon you visit our website.
 
Change of purpose  
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
 
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
 
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
 
 

5.  Disclosures of your personal data  

We may share your personal data with the parties set out below:
  • Third party service providers (for example data storage providers);
  • Social Services or other related agencies where we have identified a safeguarding concern in compliance with applicable laws;
  • Ofsted, RIDDOR, COSHH reports for compliance with applicable laws;
  • Third party promotional sites / social media (only with your consent).
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
 
 

6.  International Transfers  

Some of our external third parties are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK.
 
Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
 
 

7.  Data Security  

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
 
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
 
 

8.  Data Retention  

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
 
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
 
For details as to specific retention periods, please contact us using the contact details set out at the beginning of this policy.
 
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
 
 

9.  Your legal rights  

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights are to:
1. request access to your personal data;
2. request correction of your personal data;
3. request erasure of your personal data;
4. object to processing of your personal data;
5. request restriction of processing your personal data;
6. request transfer of your personal data; and
7. withdraw consent.
 
If you wish to exercise any of the rights set out above, please contact us on the details set out at the beginning of this policy.
 
What we may need from you  
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.