1. Privacy commitment
The Wickham Centre is committed to protecting and respecting your privacy. This policy sets out what personal data we collect from you, or that you provide to us, and how it will be used. Please read it though and if you have any queries contact firstname.lastname@example.org.
2. Where we collect data from
i. When you give data to us directly:
1. Sign up to our mailing list
2. Complete one of our surveys
3. Participate in one of our events or workshops
4. Apply for a position, paid or voluntary
5. Login to our public wi-fi
6. Contact us on one of our online platforms such as (but not exclusively) Twitter, Facebook, Instagram or Google
7. Contact us directly by telephone, electronically, post or in person with feedback about your experience
8. When you give your consent for filming and/ or photography at one of our participatory experience
ii. When you give data to us indirectly:
1. Open and/ or follow links and interact with emails and marketing you receive
2. Interact with us or mention us on social media sites
3. Attend a public event when there is a photographer or videographer present
4. Information from public sources such as Companies House, on the internet or published in newspapers and magazines
5. Third party organisations when you have provided permission for your details to be shared. This could be other organisations we have worked with
6. Your likes and preferences on social media and some websites (depending on your privacy settings on those platforms
iii. What we collect and how it is used
1. Personal Data
Personal data includes your contact details, date of birth, your contact preferences, details of communications with you, images of you taken at participatory and public events, details of your transactions and your access requirements. This enables us to conduct business with you and provide you with the best service for your needs, and to keep you informed about The Wickham Centre..
2. Special Category Data
Special Category Data may be asked in certain circumstances ; this includes your bank details (if you set up a regular payment), ethnicity, gender identity, medical information and next of kin.
This information is available to a restricted number of staff for whom it is deemed necessary. It is used to process some transactions, in case of an emergency, or aggregated and anonymised for monitoring and reporting as required by public funding bodies.
3. Children’s Data
We collect and store data for under 16’s who participate in our events, which includes Special Category Data. Where possible and when appropriate , we obtain consent from the parent/ carer of the child before collecting this data. This information is available to a restricted number of staff for whom it is deemed necessary. When the young person reaches 16, consent is sought from the individual.
3. Purposes of use
i. Administering purchases
You give us Personal Data, such as your name and contact details and on some occasions your date of birth so we can administer purchases (tickets, subscriptions, memberships and donations) made online, in person or over the telephone.
If you have given us information about family members, individuals or organisations you are connected to, this may be stored against your record as a relationship. This enables us to process bookings with a facilitator, for example if you are booking on behalf of someone.
We may store notes about your previous bookings and your feedback to enable us to address your needs and requirements for future bookings.
We use Personal Data you give us when you purchase a ticket, membership, make a donation, join our mailing list or participate in an event to carry out fundraising activity.
If you make a donation we may ask if you would like your name to be credited in publicity materials.
We may conduct further research or use profiling to ensure communications are relevant and timely and to provide an improved experience for our supporters. Profiling also allows us to target our resources effectively.
When building a profile we may analyse geographic, demographic and other information relating to you in order to understand your interests and preferences.
1. Electronic and postal
Based on your contact preferences we use your details to keep you up to date about forthcoming events. You can opt out of this at any time by contacting email@example.com.
When you book an event that is organized by an organization other than The Wickham Centre we may ask if you wish to opt in to receive information directly from them. If you choose to do this we will inform you once this information has been passed on and the organization in question will then contact you to give you the option to opt out.
Depending on your device’s privacy settings and those of other websites and apps you use, we may aggregate information you give us directly or indirectly to target advertising and social media posts.
How a website tracks you depends on the privacy settings on the device you are using and any privacy settings you have set up with individual sites and apps.
iv. Reporting and analysis
We use the data you give us directly and indirectly to report on audiences at The Wickham Centre and to improve your experience. This reporting is created from aggregated data and is not attributed to individuals.
1. Our website
When you visit our website we may automatically collect technical information about your session including the Internet Protocol (IP) address that connects your device to the internet, the type of device you use, your browser, operating system and from where you have arrived at our site. We do not link this information to anything that identifies individuals. This information enables us to analyse how the website is used, where improvements can be made and to report to funding and public bodies.
We use essential and non-essential cookies on our website. A cookie is a small text file of letters and numbers that gets put on your computer when you visit a website. This allows the site to distinguish you from other users. Essential cookies are required to login. Non-essential cookies are used to track how you use and interact with our website and for analytical purposes and to monitor the efficacy of digital advertising. Cookies are not normally linked to information that allows us to identify individuals.
2. Surveys and promotions
We carry out promotions and surveys on a regular basis; as part of these we may ask you to disclose personal information. Participation is entirely voluntary and you have a choice whether to disclose Personal or Special Category Data. The data you supply is aggregated for reporting purposes and not attributed to individuals.
We have closed circuit television on The Wickham Centre site. These cameras record activity for your, and out security 24 hours a day. At some events we may take photographs or record film for archive, publicity or marketing purposes. We will always announce when filming or photography is present.
1. At participant based workshops we will always seek your consent.
2. At public events, those present may request not to be included in any images or film by speaking to a member of staff.
If you have an accident while on the premises we will record your contact information and details of your injury for HSE purposes. We may also record your contact details in connection to other queries you may have while on site.
If you apply for a job, work experience or volunteer opportunity at The Wickham Centre we collect Personal Data and Special Category Data as part of your application. Equal Opportunities information is requested separately and anonymously and cannot be tracked back to individual applicants.
4. how we keep your data safe and who has access
In addition to processing data at Wickham Community Centre (WCC), we may contract external companies on our behalf. These organisations would only hold the data for the reason contracted by WCC and do not sell, share or use your data for any other purpose.
Paper files with Personal and Special Category Data are kept to a minimum and are stored securely when not in use.
If legally required we may disclose your information to the police, regulatory bodies or legal advisers. We will only share your data in other circumstances with your consent.
If there is a breach of data that is likely to have a detrimental effect on individuals (for example, result in discrimination, damage to reputation, financial loss or any other significant economic or social disadvantage), WCC will notify the Information Commissioners Office within 72 hours of becoming aware of the breach. Any individuals affected will also be notified within this timeframe.
5. keeping your information up to date
Please let us know when your details change so we can make sure that our information is current. However, we do have other processes in place to ensure that we keep our records up to date
A. If we find a record on our system that matches another one and we are sure it is the same person, we may merge the two accounts so we have all your information in the same place.
B. Images and film taken of public and participants may be used for up to ten years for marketing and publicity purposes by WCC. After this point it will either be deleted, or if deemed to be of historical and public interest, added to our archive.
C. We will delete your details if there has been no activity in the last 10 years.
D. We will remove the postal contact preferences if there is no activity for three years.
E. We will remove the email marketing contact preferences if emails are not opened for two years.
F. We will remove the telephone contact preferences if there is no activity for three years.
G. If you apply for a job with WCC and your application is unsuccessful, we delete/ destroy the application six months after the closing date.
H. If you apply for work experience, or to be a volunteer at WCC and your application is unsuccessful, we delete/ destroy the application six months after receipt.
I. CCTV records are kept for a maximum of thirty days before being deleted.
You can update your contact preferences at any time by contacting firstname.lastname@example.org.
6. your rights
If you wish to amend your data please contact us at email@example.com.
You have a right to ask for a copy of the information we hold about you. To request this please send an email to firstname.lastname@example.org. We do not make a charge for this, but may charge a reasonable administrative fee if we deem the request to be unfounded or excessive. We endeavor to respond to requests within 30 days.