Forest Park Community Association (FPCA) collects and processes personal data relating to adhoc hirers, regular hirers and user groups that want to use the facilities at the Community Centre. FPCA is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
FPCA collects a limited range of information about you in order to process your booking or to confirm your hiring requirements. This includes:
- Your name
- Your address
- Your contact details, including email address and telephone number
FPCA collect this information in a variety of ways. For example, data might be collected through the documents supplied as part of your booking, collected from your email enquiry or through telephone conversations with you to process your booking/reservation. Data will be stored in our current bookings file, on internal secure folders that are used for the purposes of bookings and reservations and on other IT systems (such as email).
FPCA needs to use your data to ensure that your booking or regular hire request is confirmed and that we are able to invoice you or collect the appropriate payments from you. FPCA has a legitimate interest in processing personal data during the hiring process and for keeping records of the agreements made between you and the Centre.
Your information may be shared internally for the purposes of invoicing or to verify your booking and contact details prior to the date of hire. This includes members of the committee or staff that require access to the data for the performance of their roles. FPCA will not share your data with third parties, unless you specifically give us permission to do so.
FPCA has internal controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
FPCA will retain the data for adhoc hires, regular hires and ongoing long term hiring agreements with user groups for the duration of the hire. We will then securely retain the information for a period of 6 years from the end of the hire date, in order to comply with our legal obligations to retain the records that relate to our financial accounts. After which the data will be deleted or destroyed.
As a data subject, you have a number of rights. You can:
- Access and obtain a copy of your data on request;
- Require FPCA to change incorrect or incomplete data;
- Require FPCA to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
- Object to the processing of your data where FPCA is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact the Community Centre on email@example.com.
If you believe that FPCA has not complied with your data protection rights, you can complain to the Information Commissioner. You are under no statutory obligation to provide data to FPCA during the hiring process. However, if you do not provide the information, FPCA may not be able to process your request properly or at all.
FPCA reserve the right to modify this privacy notice.