BAY Centre - Privacy Policy
(Where the words 'BAY Centre', 'us' or 'we' are used it will mean the registered charity known as the 'Burnham Area Youth Centre', registration number 304500.)



Summary

Personal Data that we collect

What is the Data used for?

Who do we share data with?

How to access & control your data

Lawful Basis for processing

Data Breaches

Concerns?

Data Controller and Processor

Change Log
    

Summary


This Policy explains what personal data the BAY Centre collects, what we use that data for and how you can view & control your data.

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Personal Data that we collect

The BAY Centre collects data mainly to communicate with our Hirers, Employees and Volunteers. You provide us with data when you use our online booking form or when you fill in an employee or volunteer registration form or email, text or phone us.

The data is a person's name and contact data. The contact data could be an email address, a phone number or a postal address.

In addition, we may collect an Employee's bank details, CCTV images from our hallway & exterior cameras and photos of individuals for publicity purposes.

Data may also be collected by 3rd parties via cookies on our websites.
Please see the following documents for more details -

Data Usage Policy            

Cookies Policy     

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What is the Data used for?
We will use the data to communicate with you about any of the following -

◆ Your room booking contract
◆ Your Vendor contract
◆ Your Employment contract
◆ Your donation
◆ Your grant
◆ Your volunteer work

We may, with consent -

◆ Use an individual’s photo or name to prepare and publish a publicity article on the BAY Centre’s websites, www.bayc.uk and Facebook
◆ Pass a publicity article containing an individual’s photo or name to 3rd party news outlets
◆ Publish a Hirer’s personal contact data on the BAY Centre website
◆ Publicise a Donor's or Grantor's gift on our websites.
◆ Communicate with a Donor or Grantor to keep them informed about their gift.
◆ Record the BAY Centre committee members names in the BAY Centre’s documents produced in the administration and running of the centre e.g Committee minutes
◆ Use an Employee's Bank details to pay wages directly into an Employee's account.

We will maintain records with details of any personal data access and control requests made to us.

We may use CCTV recordings for the prevention and detection of crime.

Data will also be used by 3rd parties e.g. to provide data storage,  improve our website services, etc..

Data will be kept no longer than is necessary to either fulfil our contracts with you or to meet our legal obligations. Contact data will be deleted from our contact database, our email lists and our phone number lists 15 months after a contract finishes, a Volunteer leaves or a Donor/Grantor has completed their donation or grant. Data held in contract documents and financial documents will be kept for 7 years. Data in data protection access requests will be kept for 7 years. Data in BAY Centre administration documents will be kept for the lifetime of the Charity plus 2 years (Please see our Retention Policy for details).
Please see the following documents for more details -

Data Usage Policy    

Cookie Policy    

Sharing Policy  

Retention Policy

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Who do we share data with?


We occasionally, and with consent, use personal data in preparing publicity articles that are then sent to news media outlets for publication.

We also use 3rd parties to 'host' our websites, speed up our website loading times and to provide online storage to store the data. Any data submitted in our online forms is securely encrypted before being passed to our online storage. All data on our online storage is encrypted and password protected.

The 3rd party companies will also collect data about your computing device and online connections through the use of 'cookies'.  They use this data to, amongst other things, manage server traffic demand, check that your device is 'trusted', etc..

We are legally obliged to maintain records of all our access and control request and to make these records available to the ICO (Information Commissioner’s Office) when requested.
Please see the following documents for more details -

Cookie Policy   

Sharing Policy

Media Policy

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How to access & control your data


You have the following rights to access & control your data -

◆ The right to be informed e.g. you should be informed when your data is collected. what it is used for, how long it is kept, etc..
◆ The right of access. You should be able to see what data is being held by us.
◆ The right to rectification. You are able to change or correct your data.
◆ The right to erasure. Under certain circumstances, you are able to have your data deleted.
◆ The right to restrict processing. Under certain circumstances you can restrict what we do with your data.
◆ The right to data portability. You are able to get a digital copy of your data should you wish to move it somewhere else.
◆ The right to object. Under certain circumstances, you are able to object to us using your data in a certain way.
◆ Rights in relation to automated decision making and profiling. We don't use any automated decision making or profiling.
◆ Right to revoke an already given consent.
◆ Right to voice a concern over our handling of your data.
◆ Right to ask a data protection question. We will try to answer any data protection questions as best we can.

You can find links to forms to action these rights in our Privacy Centre


Please see the following documents for more details -

Customer Rights Policy  

Lawful Basis Policy

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Lawful Basis for processing


Under the data protection law, we need a lawful basis (legal reason) to store and process your personal data. We uses the following lawful bases -

◆ Contract. This basis is used for  Hirers, Vendors and Employees.
◆ Legal Obligation. This basis is used for Hirers Vendors Employees Donors, Grantors & Volunteers where we have to comply with any legal obligations. It will also be used as the basis for keeping documents for the specified length of time e.g. charity minutes have to be kept as long as the charity is a registered charity. it is also used for keeping records of any data protection access and control requests made to us.
◆ Legitimate Interests. This basis is for the recording of CCTV images to detect and prevent crime.
◆ Consent. This basis is used for -
• Hirers who wish to show their personal contact data on the BAY Centre’s websites.
• Volunteers, to communicate with them.
• Donors & Grantors who have consented to publicise their donation or grant on the BAY Centre’s websites or 3rd party news outlet
• Donors & Grantors who have consented to receive communications about their gift.
• Recording the names of Trustees and Volunteers in the BAY Centre minutes of both general meetings and AGMs and making the minutes available to all Trustees.
• Individuals whose personal data is used in a publicity article on the BAY Centre’s websites or 3rd party news outlets.
• Employees who wish their wages to be paid by bank payments.
Please see the following documents for more details -

Lawful Basis Policy

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Data Breaches

The BAY Centre will report any data breaches of the personal data to the relevant authorities within 72 hours of becoming aware of a data breach.
The data will be reported to the ICO (Information Commissioner’s Office) which is the UK's independent body set up to uphold personal information rights.


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Concerns?

In the first instance, If you have a concern about the way that we are handling your data, please use the online concern form or email us at [email protected].

If we don't sort out your concern satisfactorily, you can report your concern to the ICO (Information Commissioner’s Office) by visiting https://ico.org.uk/concerns/

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Data Controller and Processor


For the purpose of the new EU Data Protection Regulation, the BAY Centre is both a data controller and a data processor of the personal data.

The BAY Centre is a registered UK charity (registered charity number 304500)

whose registered office is -

1 Cassis Close,
Burnham-on-Sea,
Somerset
TA8 1NN


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Change Log


December 2017
Document initially published. The policy is one of a series of policy documents that replace all previous policy documents that existed in a variety of different formats, some electronic, some paper and some verbal.

January 2018
‘Lawful basis’ added.

February 2018
Simplified the policy.

March 26th 2018
Added CCTV.

April 10th 2018
Added Donors & Grantors.

April 14th 2018
Added Publicity.

April 29th 2018
'Layered' the policy. Moved all the details to sub-Policies.


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BAY Centre,
Cassis Close,
BOS TA8 1NN


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Please see our Cookie Policy for details

Bookings:
[email protected]
07835 143187

Registered charity number 304500

©  Burnham Area Youth Centre 2017