Data Protection Policy St John’s and Spring Grove Community Association Limited known as St John’s Centre

Registered Charity 1073825

Registered Co. No. 03398020

This privacy policy sets out how St John’s and Spring Grove Community Association Limited (known as St John’s Centre) uses and protects any personal data we collect from you, or that you provide to us. St John’s Centre is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified by, then it will only be used in accordance with this privacy statement.

St John’s Centre may change this policy from time to time by updating this page. You should check the website from time to time to ensure that you are happy with any changes.

The St John’s Centre information and website www.sjcentre-isleworth.org is owned and operated by St John’s and Spring Grove Community Association Limited, Registered Charity Number 1073825, Registered company in England No. 03398020. Our registered office is 80 St John’s Road, Isleworth, Middlesex, TW7 6RU.

The Data Protection Act 1998 (DPA) and General Data Protection Regulations (GDPR) govern the use of information about people (personal data). Personal data can be held on computers, laptops and mobile devices, or in a manual file, and includes email, minutes of meetings, and photographs.

We have developed this privacy policy to inform you of:

- the data we collect

- what we do with your information

- what we do to keep your information secure

- retention of your data

- the rights and choices you have over your personal information

The data we collect

We only collect information we will genuinely use.

1.Enquiries for renting rooms/ Users we hold

- Names

- Email addresses

- Tel contact details usually mobile phones

- Address for billing

- Public liability cover details

- Safeguarding certificate if have one

- If no safeguarding certificate confirmation that groups have no unaccompanied children or vulnerable adults

- Who has DBS Certificates

- Emails retained relating to letting arrangements

- Emails relating to enquiries we keep for reasonable time

2. Data held by Centre for purposes of Managing the Centre

Trustees and Volunteers

- Information you supply us with to communicate with you Names, addresses, contact details, address, date of birth, other Trusteeships and directorships

- Information will be collected to ensure suitability to be a Trustee or Volunteer in line with the Charities Commission Guidelines

- Information we are required to provide to open Accounts in the Charities name

Suppliers, contractors and professionals

- Information supplied to us by suppliers, contractors and professionals to enable us

to select which supplier, we wish to use

- Information you supply to us to enable us to communicate with you Name, address

and postal address and telephone no.

- Contact details to enable us to pay invoices

What we do with your information

1. Users and Potential Users

- We use this information to understand your needs and provide you with a better service and in particular for the following reasons:

- Internal administration in order that the charity is properly and legally managed

- We pass above information on to our Accountants for invoicing and preparation of Accounts

- Would pass on information if required to do so by local/central government body or under legislation

- Would pass on information if necessary for the Centre to obtain legal advice

- Would pass on information if required by our insurers for the purposes of a claim

2. Trustees and Volunteers

- We use this information to manage the Charity and to meet our legal requirements and Charity Commission’s best practice

3. Suppliers, Contractors and Professionals

- We use this information to manage the Charity and meet our legal obligations

What we do to keep your information secure

We will take reasonable technical and organizational precautions to prevent the loss, misuse or alteration of your personal information.

The information that we collect may be stored in paper form, in which case when not being used it will be stored in a secure non-public place accessible only by a Trustee or Volunteer at St John’s Centre.

Information stored on computers, tablets, phones or other electronic devices will be password protected. 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 to prevent unauthorised access.

Unless explicitly mentioned in this policy, we will not sell or distribute your personal information to third parties unless we have your permission or are required by law to do so. If you believe that any information we are holding on you is incorrect or incomplete, please email us at sjcentre1@yahoo.com as soon as possible. We will promptly correct any information found to be.

Our website may contain links to other websites. However, you should note that we do not have any control over these websites. These websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.

Retention of your data

We will not hold your data longer than it is necessary. There are legal requirements or recommendations which mean that we will keep documents for a minimum period of time. External organisations may also keep information we lawfully provide for periods of time by them. Some of these documents may contain personal data.

The rights you have over your personal information

You may instruct us to provide you with any personal information we hold about you. Provision of such information will be subject to the supply of appropriate evidence of your identity.

Contact

Questions, comments, complaints or requests regarding this privacy policy or how your personal data is being processed by St John’s Centre are welcomed and should be emailed to Jackie Chapelow at j.chapelow@sjcentre-isleworth.org or sent to St John’s Centre, 80 St Johns Road, Isleworth, Middlesex, TW7 6RU

Privacy policy final version 07/02/2024