This privacy notice lets you know how Holborn Community Association (HCA) will use personal information. It applies to information we collect or receive about you:
“staff or volunteers” includes employees (full time, part time and temporary), volunteers (regular, occasional and one-off), contractors, agents, other staff, retirees, workers, trustees and office holders.
You may know us as
which are all centres in Holborn that HCA run.
We will use your personal data only where its use is covered by one or more of the following:
The data that we capture will be restricted to that needed for the purpose that you provide it.
Our processing for certain purposes includes the processing of sensitive personal data such information about your health and/or criminal convictions.
We are responsible in processing your personal data:
If you use any of our services such as:
then we will collect the data that is reasonably necessary for provision of the services concerned and will use and share the data only as reasonably required to provide that service.
If you are a member of HCA (having joined, normally, at our AGM) then we will use your name and contact details to contact you as provided by our constitution and the companies act, this would typically be to tell you about our AGM and to provide our annual report and any other similar notices.
In addition to the purposes strictly necessary to provide you with services you have requested we will also process data for the following purposes that fall within our legitimate interest:
Our processing also includes the use of CCTV systems for the protection of all who use our premises and the prevention and prosecution of crime.
As a charity we cannot communicate with you electronically about campaigns or for fundraising purposes without your consent and so we will only do this where you have given us that consent and you can withdraw that consent at any time by emailing firstname.lastname@example.org
We may process sensitive personal data relating to staff and volunteers including, information about your physical or mental health or condition and/or information about criminal convictions in order to:
We may process sensitive personal information relating to the physical and mental health of users of our services where
We hold all our data within the UK if we use a supplier who stores data outside the EU we will only do that we have a contract with the supplier requiring them to provide equivalent levels of protection for your personal information as it would have anywhere in the EU.
The length of time we keep your personal data will vary depending on the purpose for which we held it, staff and financial data we will retain for at least 7 years. In general, we will seek to keep data only for as long as we need it. We may delete your personal data if we no longer needed.
You as someone whose personal data we process have certain rights as to how we process it; namely:
You are entitled to know what data we are processing and to receive a copy of it. You can request this from us at any time. This is known as a Subject Access Request and in normal circumstances we cannot charge you for providing you with a copy of your personal data that we process. We will normally provide you with a copy of your data within one month of receiving your request.
You are entitled to have corrected any incorrect or incomplete information that we hold on you.
You are entitled to request that we delete your personal data where we no longer have a legal basis for processing it. We will delete your data if you request that we do so and if:
You are entitled to request that we restrict the processing of data so that we only store your data and not process it further and we shall comply where one of the following applies:
You are entitled to request and to receive your personal data that we process in a reasonable electronic format so you can reuse it or provide it to a third party for them to reuse it for you. You are entitled to receive this data free of charge and within one month of your request.
You are entitled to object to our processing of your personal data for our legitimate interests beyond that which is strictly necessary in relation to a contract you have entered in to. If you make such a request we will either agree to your request or let you know any reason we have for not agreeing to it.
Where we have passed your data to another party and you make a request to exercise your rights in relation to that data we will endeavour to pass on your request to all such third parties who will be similarly obliged to treat your request in accordance with your rights as a data subject.
You are entitled to make a complaint to the Information Commissioners Office which you can do:
Information Commissioner’s Office