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Privacy Notice - Caerphilly Miners Centre for the Community 

 

The Caerphilly Miners Centre for the Community is a charity whose purpose is to create a sustainable social enterprise on 'self-help' principles offering learning and wellbeing support to people of all ages and circumstances, retaining a social heritage building and minimising the impact on climate change. 

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The Centre is a vibrant hub in the community where people can enjoy themselves and feel part of the community, have access to a wide range of affordable services and activities and can learn from each other, invest in their family’s future, and can celebrate our heritage.

 

In order to deliver our services, we have developed a contact Database of Members, Friends of the Miners, individuals, and organisations who we have previously interacted with us in hosting our activities. Information is also provided to use via submission of a booking form and through volunteer applications. 

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We have developed this privacy notice in order to be as transparent as possible about the Database and the personal information contained within. This privacy notice has been written for the individuals whose personal information is contained in the Database (referred to in this notice as “you”). We treat data privacy very seriously and comply with all aspects of the UK’s data protection legislative framework which includes the UK General Data Protection Regulation (UK GDPR), tailored by the Data Protection Act 2018. This privacy notice tells you what to expect us to do with your personal information when you make contact with us or use one of our services.

 

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Data Controller

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The UK GDPR applies to controllers. The Caerphilly Miners Centre for the Community is the controller for the personal information we process, and we therefore determine the purpose and means of processing personal information. 

What information does this privacy notice contain?

 

We ask that you read this privacy notice carefully as it contains important information about: 

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  • what personal information is stored in the Databases; 

  • how and for what purposes the personal information held in the Databases is used (this is known as processing); 

  • the lawful basis for such processing; 

  • how and from where we collect your personal information; 

  • who has access to the information contained in the Databases; 

  • third parties with whom we may share your personal information; 

  • how long we keep your personal information; 

  • how you can manage your communication preferences; and 

  • where to find out more information about your privacy rights 

 

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  1. What personal information do we collect and store in our database? 

 

The following categories of personal information are held in the Database: 

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  • first and last name 

  • your preferred salutation 

  • any honours that you have 

  • organisation 

  • job title 

  • contact address(es) 

  • contact email addresses(es) 

  • contact telephone number(s) 

  • emergency contact number(s) – volunteers only 

  • date of birth – volunteers only 

  • details relevant to your search for volunteering opportunities 

  • details of your interests in the third sector and communication preferences 

  • your language preference (Welsh or English) 

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We also keep details of your gender, racial or ethnic origin and physical or mental health or condition, if you have provided these to us voluntarily. 

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2. What is the personal information used for? 

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The main purpose of the Database is to enable us to manage our communications with people and organisations that wish to hear from us. Our database also contain information on volunteers, members, individuals, and organisations that hire our facilities. Using the personal information in the database we can send communications that we think will be of interest to you by email, phone, SMS, post, social media, and other digital channels. The use of the shared central Databases avoids unnecessary duplication. The Database also has a facility which enable you to manage the communications you receive more effectively. 

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The Database is also a tool to enable us to match volunteering opportunities with volunteers.

 

We can also use the Database to provide insight and analysis to help us to continually improve the effectiveness of our communications, develop the products and services we offer, monitor the reach of our communications and the diversity of the recipients, and provide reports to funders and regulators. 

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Please note, except in the case of volunteers that information about your gender, racial or ethnic origin and physical or mental health or condition will only ever be used for statistical and monitoring purposes on an anonymised basis. 

If you are interested in volunteering, the Database allow you to voluntarily provide information about specific requirements you may have arising from a physical or mental health condition. 

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The Caerphilly Miners Centre for the Community will only use appropriate personal data necessary to fulfil a particular purpose.  

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3. Where do we obtain personal data from? 

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The personal information contained in our database has initially been developed from information provided by individuals and organisations who we have engaged with. The information contained in the Database may be added to with information that has come from a variety of sources including:  

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  • information obtained directly from you 

  • information obtained from organisations that have an association with us  

  • information collected at events or activities that we run 

  • information that is publicly available including from on-line sources and social media 

  • information that is generated by us and recorded in the Databases, such as your interests and communication preferences 

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4. The legal basis  

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We will only store your personal information in the database where we can do so lawfully. The data protection legislative framework provides for a limited number of reasons for processing personal information. 

 

We are relying on the following lawful bases to process general information: 

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  • where we have your consent 

  • where our processing of your personal data is in the public interest 

  • where our processing of your personal data is necessary for our legitimate interests or those of a third party and are not overridden by your privacy rights 

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5. Who can access your personal information? 

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The Caerphilly Miners Centre for the Community takes the security of all personal data under our control  very seriously. We will ensure that appropriate policy, training, technical and procedural measures are in place to ensure that data is stored securely, that we protect our electronic information systems from data loss and misuse, and only permit access to them when there is a legitimate reason to do so, and then under strict guidelines as to what use may be made of any personal data contained within them.  

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6. Who do we disclose personal data to? 

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This section of the privacy notice provides details of third parties with whom we may share the personal information contained in the Database. 

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We sometimes need to share information with the individuals we process information about and other organisations. Where this is necessary, we are required to comply with all aspects of the legislation.

 

We may also run anonymised aggregated reports off the databases and share these with other organisations for example in support of a grant funding application. These reports may also be published for example as part of our Annual Report. We will not share your personal information with these bodies however or give them access to the “raw” data on which the reports are based. The Caerphilly Miners Centre for the Community may appoint an external researcher to help us with our strategic plans, who would have access to the information contained in the Database. 

The Caerphilly Miners Centre for the Community may also appoint an internal or external evaluation to assess the effectiveness of the Database. The evaluator would have access to the personal information contained in the Database but would not be able to use any of the information.

 

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7. Your communication preferences 

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The Database offers us functionality that enables you to determine your communication preferences, both with regard to the format of the communication, the topic, and which organisations you would like to hear from. Please visit the link on the communication received to update or amend your communications preferences at any time. Please note that it may take up to a week for any changes to be processed.

 

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8. How long we will keep your personal information? 

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The data protection legislative framework places an obligation on us to review the length of time for which we keep personal information. We are only able to keep your personal information for as long as it is necessary for us to do so. We only intend to keep your information in an identifiable form in the Database while you remain happy to keep receiving communications from us, or while you wish to be informed of volunteering opportunities. In line with our Data Protection Policy in ensuring that personal data is kept for no longer than necessary, the Caerphilly Miners Centre for the Community reviews data on an annual basis and archives data that is no longer necessary. 

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9. What are your rights in relation to your personal data which is handled by us? 

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You have a number of rights in relation to the personal information held in the Database. If you wish to exercise any of the rights, please contact the Caerphilly Miners Centre for the Community in one of the ways mentioned below. 

 

Individuals have the following rights: 

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(i) The right to be informed 

(ii) The right of access 

(iii) The right to rectification 

(iv) The right to erasure 

(v) The right to restriction of processing 

(vi) The right to object to processing  

(vii) The right to data portability 

(viii) The right to withdraw consent 

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(i) Right to be informed 

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You have the right to be informed about the collection and use of your personal data. The Caerphilly Miners Centre for the Community must provide you with information including purposes for processing your personal data, retention periods for that data, and who it will be shared with. This is called ‘privacy information.’ 

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(ii) Right of access 

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You can obtain a copy of your personal data held by the Caerphilly Miners Centre for the Community.  

You are also entitled to obtain confirmation as to whether or not data concerning you is being processed by the Caerphilly Miners Centre for the Community. Where that is the case, you are entitled to the following information subject to exemptions: 

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· The purposes of and legal basis for the processing * 

· The categories of personal data concerned 

· The recipients to whom the personal data has been disclosed 

· The period for which it is envisaged that the personal data will be stored 

· Communication of the personal data undergoing processing and of any available information as to its origin. 

 

*Please note that ‘processing’ means an operation or set of operations performed on personal data such as collection, recording, organisation, structuring, storage, adaption, alteration, erasure, restriction, retrieval. Proof of ID and any further information needed to locate the information may be  required before the Caerphilly Miners Centre for the Community can comply with your request. 

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Any request for the above information should be in writing or by emailing the Secretary at the following address: secretary@caerphillyminerscentre.org.uk The Caerphilly Miners Centre will aim to respond within one month of receipt of the request. 

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(iii) Rectification of data

 

You can request the Caerphilly Miners Centre for the Community to rectify inaccurate personal data relating to you. If the data is inaccurate because it is incomplete, the Caerphilly Miners Centre for the Community must complete it if is required to do so by you.

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A request should be made in writing to ‘The Secretary, Caerphilly Miners Centre for the Community, Watford Road, Caerphilly CF83 1BJ’ and a response will be sent within one month.

 

(iv) Erasure or restriction of personal data 

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You can request that the Caerphilly Miners Centre for the Community erase your data or restrict any processing of your data. You should be aware that if we erase your data, we will have no record of the fact that you have asked not to receive communications from us. It is therefore possible that you may start receiving communications from us at some point in the future if we obtain your details from a different source. 

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(v) The right to restriction of processing 

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You have the right to ask us to restrict the processing of your information in certain circumstances. You can limit the way the Caerphilly Miners Centre for the Community uses your personal data if you are concerned about the accuracy of the data or how it is being used. If necessary, you can also stop us from deleting your data. Together, these opportunities are known as your ‘right to restriction.’ 

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(vi) The right to object to processing 

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You have the right to object to the Caerphilly Miners Centre for the Community’s processing of personal data, under certain conditions. This effectively means that you can stop or prevent us from using your data . However, it only applies in certain circumstances such as using personal data for direct marketing purposes or statistical purposes, and we may not need to stop if we can give strong and legitimate reasons to continue using your data. 

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(vii) The right to data portability 

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This only applies to information you have given us. You have the right to ask that we transfer the information you gave us to another or give it to you. This is known as the right to data portability. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.  

You have the right to get your personal data from us in a way that is accessible and machine-readable, for example as a word document.  

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(viii) The Right to withdraw consent 

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Where our processing of your personal information is based on your consent, you have the right to withdraw it at any time. Please contact us if you want to do so. 

 

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10. How to contact Us 

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Any individual with concerns over the way the Caerphilly Miners Centre for the Community handles their personal data may contact us at the below address:

 

E-mail us at : xxx 

Call us : 029 2167 4242 

Or write to us: Caerphilly Miners Centre for the Community, 1 Beech Tree View, Caerphilly CF83 1BJ 

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If you feel that we have not addressed your concern in a satisfactory manner you may raise your concerns with the Information Commissioner. The Information Commissioner can be contacted at: 

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Information Commissioner’s Office – Wales 

2nd Floor, Churchill House 

Churchill Way 

Cardiff 

CF10 2HH 

Telephone: 0330 414 6421  

Email: wales@ico.org.uk 

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

 

Changes to this privacy notice:

  

This privacy notice was last updated on 30 June 2022. We keep this privacy notice under regular review and may change it from time to time by updating this page in order to reflect changes in the law and/or our privacy practices. We would encourage you to check this privacy notice for any changes on a regular basis. 

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