Tang Hall Community Centre may change this policy occasionally by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from April 2018.
You are welcome to change the way you receive information from us at any time by contacting us in writing at:
Post: Tang Hall Community Centre, Fifth Avenue, York, YO31 0UG
What we collect
We may collect the following information:
- Job title (where relevant, e.g. for service providers)
- Contact information including email address, postal address and phone number
- Demographic information such as postcode, preferences and interests
- Records of volunteer hours you’ve given
- Records of events, training or groups you’ve attended
If you are a volunteer at Tang Hall Community Centre, we will also need to collect the following information from you:
- Emergency contact details
- Health details
- Criminal records (where relevant)
We need to collect this data to ensure your safety while participating in sessions run by or at Tang Hall Community Centre, and also for the safety of others around you.
We may also need to collect the following information in order to report back to funders regarding the demographics of project participants:
- Date of birth
Why we collect your personal data
We require this information to enable us to contact you for the following reasons:
- To inform you about our latest news, events and activities via our monthly email update, quarterly newsletter and website
- To inform you about volunteering opportunities
- If you are attending an event, volunteer session or group at Tang Hall Community Centre, we may need to contact you regarding any changes or cancellation of the event (ie change of location, time etc., staff absence or sickness)
- To fulfil a contract
- To obtain feedback from you as a user of Tang Hall Community Centre’s services
- To fulfil grant funders requirement to collect diversity and equality information
We will only contact you according to your contact preferences, and will only use your data for the purposes it was collected for.
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- Administration purposes such as attendance registers and internal record keeping. This is to enable Tang Hall Community Centre to fulfil obligations to report back to funders regarding number of people engaged with the project, participant demographics including the geographical areas participants came from.
- We may use the information to improve our projects and services.
Controlling your personal information
Under new General Data Protection Regulation (GDPR) coming into place on 25th May 2018, we must have your consent to contact you and store your personal information.
Current contacts (prior to 25th May 2018):
- An email will be sent out in April 2018 to ask current contacts (friends, volunteers, event attendees, contractors, supporters) to give their consent regarding contact preferences through an opt-in form which will be available to complete online or in paper format. We will get in touch with all existing contacts to gain their consent. We will securely dispose of the details of anyone who does not fill in the ‘opt-in’ form by 25th May.
- From May 25th 2018, all new contacts (business contacts, supporters, volunteers, friends and event attendees) will be asked to give their consent regarding contact preferences through an opt-in form as part of their initial registration, either online through the website or via a paper form.
This ‘opt-in’ consent will let you decide when and by which communication channels we contact you.
You can change your contact preferences any time by contacting us in writing at:
Post: Tang Hall Community Centre, Fifth Avenue, York, YO31 0UG
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
All personal contact details are stored securely on a password protected server, and on a password protected CRM database. The date consent was given, how consent was given (ie via email, on application form etc) and which member of staff processed the consent will be recorded.
The password protected data is stored securely on Google Drive, and only accessed via password protected accounts. The data is backed up to a NAS drive in a secure location off site.
Where consent is not given to store any personal information, all records will be deleted/destroyed. This includes all paper records (e.g. attendance forms, feedback forms) and electronic records (e.g. excel spreadsheet, CRM database and any email history).
Where consent is not given to store a certain type of personal information (i.e. email address or phone number), all records containing this information will be deleted/destroyed. This includes all paper records (e.g. attendace forms, feedback forms) and electronic records (eg. excel spreadsheet, CRM database and any email history).
Consent will be renewed every two years from the date of initial consent.
Data will be kept for one year from the end of a project or event, and end of contract agreement for contractors and customers. In cases where funders require us to keep project participant details for a longer length of time, consent to do so will be gained from participants.
We will not sell, distribute or lease your personal information to third parties unless we have your permission, are required to send it to relevant funders, or are required by law to do so.
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee may be payable. If you would like a copy of the information held on you please write to Tang Hall Community Centre, Fifth Avenue, York, YO31 0UG.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect
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Links to other websites
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