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This privacy notice for Humphrey Park Community Association (HPCA), answers the most frequently asked questions about how and why we might collect, store, use and/or share (process) your personal information when you use our services.
What type of personal information do we collect?
We may collect and process the following information:
Your name and contact details (including your telephone number, email address and postal address).
The name of your organisation or group (if applicable).
Dates and times of your bookings.
Details of your fees and payments.
How do we collect your personal information?
The personal information we process is provided to us by you, either directly or via HallWizard Ltd when you make a booking via their app.
Why do we need your personal information?
Your personal information is needed for the purpose of:
Managing your bookings at Humphrey Park Community Centre.
Sending invoices and recording your payments.
Contacting you regarding your bookings, fees, payments, and important updates relating to your use of the community centre or the centre in general.
Advertising your name, bookings and contact details on our website and social media platforms (only when you have provided consent for us to do this or when indicating that your booking is public).
Your information will only be used for the purposes stated within this privacy notice.
How do we store your personal information?
Your data may be in any one or more of the following locations:
The HPCA online shared Google Workspace (Drive, Contacts, Email), either in the USA or Europe.
Hallwizard Ltd, in the Republic of Ireland.
On local computers, which are password protected.
On paper forms (which are cross shredded when no longer required).
We may share your information with:
Officers of the charity where this is necessary to achieve the purposes stated above.
An individual or organisation carrying out our purposes on a contract for services basis.
HallWizard Limited, our data processor.
Your information may be publicly visible on our website and social media platforms for the purpose of advertising your sessions and contact details, but only when you have specifically provided consent for this or have marked your booking as public on the request form. Where consent has not been provided at the time of booking or by email at a later date, your information will be kept private.
Your information will not be shared with anyone else outside of HPCA for any other reason, unless we are required to do so by law (Eg. by court order, Police or HMRC).
Every effort will be made to store your data securely.
How do we obtain consent to hold and process your personal information?
Under the General Data Protection Regulation (GDPR), we have a lawful and legitimate reason for processing your information. By making a booking with us, you provide your consent for us to do this.
You are able to remove your consent at any time. You can do this by contacting us. Removing your consent will inevitably result in the cancellation of any future bookings that we have in place for you. This is because we cannot manage your bookings if we are unable to hold some information about you. Some information will naturally be retained for the purposes of maintaining financial records.
What are 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 information.
Your right to rectification – You have the right to ask us to rectify personal information 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 information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us if you wish to make a request.
How do you make a complaint?
If you have any concerns about our use of your personal information, you can make a complaint to us via the email address previously provided, or via our website at www.humphreypark.org.uk/contact-us/
We would ask that you contact us in the first instance in case of any queries. However, you can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address is:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
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