Privacy Policy

Grenoside Community Centre

Grenoside Community Association, registered charity number 1160198

Version History

Document Status: This is a controlled document. The electronic version is the master copy. Any printed copies are uncontrolled.

1. Purpose and Scope

This Privacy Policy explains how Grenoside Community Centre ('we', 'us', 'our') collects, uses, stores and protects your personal information when you visit our website, hire a room, come along to an event, volunteer with us or get in touch. It also sets out your rights under UK data protection law, including the UK GDPR and the Data Protection Act 2018.

This is an information notice. It is here so that you can understand what we do with your information and how to use your rights. It is not a contract, and you do not agree to anything simply by reading it or using our website.

This policy applies to:

• Visitors to our website.
• People and organisations who hire, or ask about hiring, our rooms, including community and commercial hirers.
• People who sign up to our mailing list or newsletter.
• Our volunteers and trustees.
• Anyone who visits the Centre or comes along to our events.

2. Who We Are

Grenoside Community Centre is run by Grenoside Community Association, a registered charity in England and Wales. Grenoside Community Association is the data controller responsible for your personal information.

• Charity name: Grenoside Community Association, operating as Grenoside Community Centre
• Registered charity number: 1160198
• Address: Grenoside Community Centre, Main Street, Grenoside, Sheffield, S35 8PR
• Email: grenosidecentre@gmail.com
• Telephone: 0114 246 2889

3. Information We Collect

3.1. Information You Give Us

Depending on how you deal with us, we may collect:

• Your name, email address, telephone number and postal address.
• The name of your group, club or business, and your role, where you are hiring on its behalf.
• Details of your booking, such as dates, times, the rooms you need, expected numbers and the type of event.
• Billing and payment details needed to invoice you and record payments.
• For volunteers and trustees, contact details, emergency contact details and information about your availability and role.
• Anything else you choose to share with us when you get in touch.

3.2. Information Collected Automatically

When you visit our website, and depending on the cookies you allow, we may collect:

• IP address
• Browser type and version
• Device type
• Pages visited
• Date and time of your visit
• Referral source

When you visit the Centre itself, your image may be recorded by our CCTV system (see section 9).

3.3. How We Collect Your Information

• Contact, enquiry and booking forms on our website.
• Email, telephone and conversations in person.
• Mailing list and newsletter sign-ups.
• Volunteer and trustee forms.
• Photographs taken at our events.
• CCTV at the Centre.
• Cookies and similar technologies on our website.

4. Why We Use Your Information

We use your personal information to:

• Answer your questions and enquiries.
• Manage room hire bookings, including confirming arrangements, invoicing and taking payment.
• Send you news about what is happening at the Centre, where you have asked us to.
• Organise and support our volunteers and trustees.
• Share news and photographs of our events to celebrate and promote the Centre.
• Keep the Centre, the people who use it and our property safe and secure.
• Improve our website and the services we offer.
• Meet our legal, insurance and charity obligations.

5. Lawful Bases for Processing

We rely on the following lawful bases under the UK GDPR:

• Consent: for example, when you sign up to our mailing list, or when we ask for permission to use a photograph of you or your child. You can withdraw consent at any time by using the 'unsubscribe' link in any email we send, or by contacting us at grenosidecentre@gmail.com.
• Contract: where we need your information to arrange and manage a room hire booking you have asked for.
• Legitimate interests: for example, running CCTV to keep people and property safe, co-ordinating our volunteers, sharing general photographs of our events, and understanding how our website is used so we can improve it. We always balance our interests against your rights and interests.
• Legal obligation: where the law requires us to process information, such as keeping financial records.

6. Room Hire

If you hire a room with us, we use your details to manage your booking, keep in touch about the arrangements, invoice you and keep our financial records. We may also need to share relevant details with our insurers if there is an incident.

If you hire a room to run your own class, club or event, you are responsible for any personal information you collect from the people who attend, such as registers or booking lists. We do not see or control that information.

7. Volunteers and Trustees

We keep contact details for our volunteers and trustees so that we can organise rotas, share information and keep in touch. We also keep an emergency contact for each person, to be used only if it is needed. These records are seen only by the trustees and volunteers who need them to do their role.

We also keep the trustee information that we are required to provide to the Charity Commission.

8. Photographs at Events

We love sharing what goes on at the Centre, so we sometimes take photographs at our events and use them on our website, social media and printed publicity. Where photographs are being taken, we will let people know at the event.

• If you would rather not appear in photographs, please let the photographer or a member of the team know on the day.
• We will ask for your permission before using a photograph where you are the main focus.
• We will only use a photograph of a child with the permission of a parent or carer, and we will not publish a child's full name alongside their photograph.
• If you see a photograph of yourself or your child that you would like removed, contact us and we will take it down as soon as we reasonably can.

9. CCTV

We operate CCTV at the Centre to help keep visitors, volunteers and our building safe, and to prevent and detect crime. Signs are displayed to let you know that CCTV is in use.

• Footage is viewed only by authorised people, and only when there is a good reason, such as investigating an incident.
• Recordings are kept for a limited period and are then automatically overwritten, unless they are needed to look into an incident.
• We may share footage with the police or our insurers where this is necessary and lawful.
• You have the right to ask for a copy of footage in which you appear (see section 12).

10. Sharing Your Information

We do not sell your information. We may share it with trusted service providers who help us run the Centre and who act on our instructions. These include:

• Google, which provides our email and file storage (Gmail and Google services).
• Our website platform (WordPress) and our website hosting provider.
• Email and newsletter providers.
• Website analytics providers.

We may also share information with our insurers and professional advisers where needed, and with the police or other authorities where the law requires or allows us to.

11. Data Retention

We keep personal information only for as long as we need it for the reason it was collected, or to meet our legal obligations. As a general guide:

• Enquiries: kept while we are in touch and for a reasonable period afterwards, then securely deleted.
• Room hire and financial records: kept for 6 years from the end of the financial year they relate to, in line with charity accounting and HMRC requirements.
• Mailing list: kept until you unsubscribe or ask us to remove you.
• Volunteer and trustee records: kept while you volunteer with us and for a reasonable period afterwards, unless we need to keep some details longer for legal reasons.
• Photographs: reviewed from time to time, and removed promptly if you ask us to.
• CCTV: automatically overwritten after a short period, unless needed to investigate an incident.

When information is no longer needed, we securely delete or anonymise it.

12. Your Rights

Under UK data protection law you have the right to:

• Access the information we hold about you, including CCTV footage of you.
• Have inaccurate information corrected.
• Ask us to delete your information, in certain circumstances.
• Restrict or object to certain types of processing.
• Object at any time to your information being used for direct marketing.
• Request data portability.
• Withdraw consent at any time, where consent is the lawful basis.

To use any of these rights, please contact us at grenosidecentre@gmail.com. We will respond within one month.

13. Complaints

If you have a concern about how we handle your information, please contact us first at grenosidecentre@gmail.com so that we have the chance to put things right.

If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO) at www.ico.org.uk or on 0303 123 1113.

14. Children's Information

Children and young people are very welcome at the Centre, and many of the activities held here are open to families. Our website and room hire services are aimed at adults, and we do not knowingly collect information from children through our website.

Where we do need information about a child, for example a photograph taken at an event, we ask a parent or carer. If you believe we hold a child's information in error, please contact us and we will delete it.

15. Data Security

We use appropriate technical and organisational measures to keep your information secure. Access to personal information is limited to the trustees and volunteers who need it, and we store our records using secure, password-protected services. While we take security seriously, no method of sending information over the internet is completely secure.

16. International Data Transfers

We aim to keep your information within the UK. Some of our service providers, such as Google, may store information outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as transfers to countries covered by UK adequacy regulations, a UK International Data Transfer Agreement (IDTA), or the UK Addendum to the EU Standard Contractual Clauses.

17. Cookies

Our website uses cookies and similar technologies. Some are essential to make the website work. Where we use non-essential cookies, such as for website analytics, we will ask for your consent first. You can also manage or delete cookies through your browser settings.

18. Links to Other Websites

Our website links to other websites, such as ticketing sites for events and our social media pages. These websites have their own privacy policies, and we are not responsible for how they use your information. We recommend reading their privacy policies before sharing any personal details.

19. Review and Changes

We may update this policy from time to time. When we do, we will update the issue and review dates recorded above. The Secretary of Grenoside Community Association is responsible for reviewing this policy.

20. Contact Us

If you have any questions about this policy or how we handle your information, please get in touch:

Post: The Secretary, Grenoside Community Association, Grenoside Community Centre, Main Street, Grenoside, Sheffield, S35 8PR

Email: grenosidecentre@gmail.com

Telephone: 0114 246 2889