St Albans Community Association is committed to protecting and respecting your privacy and complying with data protection regulations.
This Statement explains when and why we collect personal information, how we use it and how we keep it secure. The Statement may change from time to time, but the latest version will always be available on our website.
In compliance with regulations, personal information is only held when legally required, in support of contractual requests, for the legitimate purposes of running our organisation or with your consent.
For the purposes of regulatory compliance, the Data Controller is St Albans Community Association Ltd, Company no 06354930, Registered Charity no 1122405 with its Registered Office at St Albans Community Centre, St Albans Road, Smethwick, West Midlands, B67 7NL.
Personal Information we Collect and Hold
We obtain and retain personal information in several ways, these are:
- identity, contact and other details related to our trustees, our employees, our members and our volunteers;
- identity and contact details of individuals acting for suppliers, partner organisations and trading customers;
- identity and contact details of individuals representing organisations for which we provide services, eg room hire;
- identity and contact details and information relevant to individuals for which we provide our services and, in the case of children, also their parents;
- identity and contact details of individuals making general enquiries.
How we use this Information and why
We use personal information for a range of purpose, which are:
- to legitimately manage our organisation, comply with regulatory requirements and insurer’s requirements and operate our payroll, taxation, pension and expenses processes;
- to meet our contractual obligations and legitimately conduct our affairs;
- to provide various support services to individuals within the local Sandwell community, particularly senior citizens, parents and children, and to ensure their wellbeing and protection whilst participating in activities which we lead;
How we Store and Secure Personal Information
When we receive personal information, we take all appropriate precautions to ensure that it is retained securely. Only authorised persons are allowed access to it. All personal information held in electronic format is protected by strong passwords and is subject also to a secure process for holding backup copies. All personal information held on paper is retained in locked secure storage.
All personal information held by us is subject to a defined retention period, often a set period of years from your last contact or transaction with us or following expiration of a contract. Details are available upon request (see below).
Please note that transmission of information via the internet is not completely secure. We cannot guarantee the security of your data transmitted over the internet to us or any information that you request from us by email when sent to you.
When we Share Personal Information
We share Personal Information with other organisations on the following basis:
- We share information related to trustees and employees with on an as needed basis with regulators, HMRC and pension providers.
- We share personal information related to our projects with other organisations working with us on those projects.
- We share information as required for legal compliance.
- We publish information, particularly imagery, for promotional purposes with consent.
Whenever we share such information, you will been informed at the outset of our relationship that this may or will happen or we will seek your consent before doing so.
We do not share personal information with third parties for their marketing purposes.
Photographs and Videos
We use photographs and videos of the work which we do for promotional purposes and, where required of us, to contribute to an evidential record of our activities. We will always seek consent from those whom we photographing or recording.
It is inevitable when capturing such imagery in public places that unknown persons may inadvertently appear in the background. Where this happens it is our policy to check such persons are not recognisable, or to use editing software to achieve this if necessary.
Your Rights and Exercising Them
You have a right to request the rectification of any inaccuracies in information which we hold about you.
You have a right to object to any use that we make of your personal information and we must desist from making that use unless we are able to demonstrate compelling grounds for not doing so.
You have a right to request the permanent removal of personal information held about you and we must comply unless we are able to demonstrate compelling grounds for not doing so.
You have a right of access to the information which we hold about you, to see it or to have a copy of it in a paper or machine transferable format.
How to Exercise Your Rights or Make Other Enquiries
To exercise any of the above rights or to enquire further about any aspect of this Statement, please call us on 0121 558 0018 or email firstname.lastname@example.org.