Southwell Leisure Centre Privacy Policy

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Post

Southwell Leisure Centre Trust, Southwell Leisure Centre, Nottingham Road, SOUTHWELL, Nottinghamshire, NG25 0LG, GB

Email

friendsofslc@gmail.com

What information we collect, use, and why

We may collect or use the following information to receive donations, funding and other support:

• Names and contact details

• Payment or banking details

• Donation history

• Tax payer information (for Gift Aid purposes)

• Information about service users (required to secure funding)

We may collect or use the following personal information for service updates or marketing purposes:

• Names and contact details

• Addresses

• Marketing preferences

• Location data

• Purchase history

• Donation history

• IP addresses

• Website and app user journey information

• Personal information used for administration of research

• Personal information used for the purpose of research

• Records of consent, where appropriate

We may collect or use the following personal information for research or archiving purposes:

• Names and contact details

• Addresses

• Location data

• Purchase history

• Donation history

• IP addresses

• Website and app user journey information

• Personal information used for administration of research

• Personal information used for the purpose of research

• Records of consent, where appropriate

We may collect or use the following personal information for recruitment purposes:

• Contact details (eg name, address, telephone number or personal email address)

• Date of birth

• National Insurance number

• Copies of passports or other photo ID

• Employment history (eg job application, employment references or secondary employment)

• Education history (eg qualifications)

• Right to work information

• Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )

Lawful bases

Our lawful bases for collecting or using personal information to receive donations, funding and other support are:

• Consent

• Contract

• Legal obligation

• Legitimate interest: We may have been provided with personal information by you relating to fundraising, such as items you gift to us, or purchase, or prizes, or attending fundraising events that may be changed or cancelled for example.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Consent

• Contract

• Legal obligation

• Legitimate interest:

• • If you have donated to us in the past but have not previously objected to receiving marketing material we may use the information that you provide to communicate with you in order to raise funds or inform you of services. If you have provided us with a Business Card, or your contact details are in a public source we may contact you in order to raise funds or inform you of services.

Our lawful bases for collecting or using personal information for research or archiving purposes are:

• Consent

• Contract

• Legal obligation

• Legitimate interest: In order to provide and improve our services we will need to carry out research and archive the data that you provide, but this will be done in such a way that data is depersonalised.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

• Consent

• Contract

• Legal obligation

• Legitimate interest: We may process personal information for legitimate business purposes, which include the following - to enhance the security of our network, IT systems, information systems and premises. - to comply with our duty of care to protect our service users, trustees, volunteers and employees from harm. - to defend our legal rights. - to manage complaints so that service users and trustees, volunteers and staff do not suffer due to these complaints.

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Consent

• Contract

• Legal obligation

• Legitimate interest: In order to provide leisure services to a wide range of service users in a secure and safe environment we may need to process information for HR purposes such as that needed for references, training, assessment.

Where we get personal information from

• People directly

• Family members or carers

• Other health and care providers

• Charities or voluntary sector organisations

• Schools, colleges, universities or other education organisations

• Insurance companies

• Publicly available sources

• Councils and other public sector organisations

• Previous employers

• Third parties:

• We use third parties to provide services that we use to manage and promote the leisure facility. When these third parties are used they will be clearly identified as such, and that they are providing a service to us. Use of our social media content is external to our website and the social media provider e.g. Facebook is responsible for meeting any legal requirements.

• We may use data collected on a form on our website, or from a third party website to collect information from you that may be used to contact you, for example send emails or newsletters. We may use data collected in a survey by a third party. We may use data provided by a fundraising website.

How long we keep information

Your information is securely stored. We keep your name and contact details for 10 years. We will then dispose of your information by deletion on electronic devices and databases and by destroying physical records.

Who we share information with

Others we share personal information with

• Insurance companies, brokers and other intermediaries

• Emergency services (where necessary)

• Legal bodies or authorities

• Current employers

• Previous employers

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal data.

Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

7 June 2024