1. Who we are
We provide people with disabilities access to a range of fun inclusive activities and social events in the borough of Richmond and beyond.
Protecting the personal data and maintaining the trust of our users and supporters is important to us. We’re committed to keeping your data safe, making it clear what information we collect from you, and how we use it.
This policy should be read together with our Terms and Conditions
Activity Station is a registered Charity, number 116550 with the Charity Commission of England & Wales. You can change how we contact you at any time, simply by emailing us at [email protected].
2. What is personal data?
We collect information about you in a range of forms, including personal data. As used in this Policy, “personal data” is as defined in the European Data Protection Directive 95/46/EC up to and including 24 May 2018, and from 25 May 2018 onwards, the General Data Protection Regulation 2016/679 and any successor legislation. This includes any information which, either alone or in combination with other information we hold about you, identifies you as an individual, including, for example, your name, postal address, email address and telephone number.
2.1 Why do we need your personal data?
We will only process your personal data in accordance with applicable data protection and privacy laws. We need certain personal data in order to provide you with access to our services. If you do not agree to our use of your personal data in line with this Policy, please do not use our Services.
2.2 What data we collect and how we use it
The type and quantity of data we collect and use depends on why you have provided it. We will only collect, use and otherwise handle your personal data that you have provided by completing forms (ie. booking, respite, volunteer forms) or corresponding to us by phone, email or otherwise:
• Where you have consented to this for specified, explicit and legitimate purposes
• Where this is necessary to fulfil legal obligations that apply to us
• Where it is necessary for our legitimate interests relating to running our activities and events, as long as, in each case, these interests are in line with applicable law and your legal rights and freedoms.
Occasionally, and with your prior consent, we may contact you via email and invite you to provide feedback to improve and manage our services.
With your consent, we will send you marketing emails about upcoming events and activities, including information about services offered by us. You may opt-out of receiving such information at any time by unsubscribing to these emails.
You can change or remove your information at any time by updating your profile or by contacting us via our website.
3. Users & Supporters
If you use our services, for example by signing up to an event via our website or support us by donating to Activity Station, we will usually collect your name, contact details, and whether you would like to be contacted, and how we would do so. If appropriate, we may also collect your date of birth, gender, information relating to health and disability, emergency contact details.
We collect this data so we can keep you up to date with all the activities and fund raising events, as well as fulfilling our legal responsibilities for financial and Gift Aid reporting.
We will keep your data only for as long as necessary. If you have kindly donated to us, we are required to keep this data for seven years. If you have not donated to us, we will only keep your data for three years.
3.1 Volunteers/Young Ambassadors
If you volunteer with us, or enquire about our volunteering opportunities, we will usually collect your name, contact details, emergency contact details, school/college details contact preferences, availability to volunteer and references. We will keep this data for two years after you stop volunteering.
Many of our supporters, volunteers and users kindly let us use photography and images of them to help our campaigns and activities come to life. These images are stored in a secure location and we will only use them with the subject’s permission.
5. Sharing your data
Unless we are required to share your data for legal or regulatory reasons, we will never share your data with other organisations or only where you have provided consent to do so.
6. Keeping your data safe and up to date
We seek to use reasonable organisational, technical and administrative measures to protect personal data. Unfortunately, no transmission or storage system can be guaranteed to be completely secure, and transmission of information via the internet is not completely secure. If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of an account you might have with us has been compromised), please immediately notify us of the problem by contacting us using the details in the Contact Information section below
We ensure that the most appropriate technical controls are in place to keep your data safely. Access to your data is regularly reviewed and only accessible to the relevant trained staff, volunteers and Trustees.
Your data will be hosted on servers located in the UK, which will not be transferred out of the European Union.
6.2 Sensitive Personal Data
If you send or disclose any sensitive personal data to us ( eg: religion or other beliefs, health, biometrics or genetic characteristics to name a few) when you submit user generated content to our Services, you consent to our processing and use of such sensitive personal data in accordance with this Policy. If you do not consent to our processing and use of such sensitive personal data, you must not submit such user generated content to our Services
7. Your Rights
You have the following rights in relation to your personal data:
We will only collect the data that we need to carry out the purposes you have contacted us for, or given us permission to use it for.
To enable us to carry out the purposes you have contacted us for, there will be occasions when we will make some data collection mandatory i.e. your name and address or your email address to access our services. If you don’t provide this data, we cannot carry out the purposes you have contacted us for.
At any time that you wish you can:
• Gain access to your personal information,
• Object to the processing of your personal information,
• Restrict the processing of your personal information,
• Ask for a copy of your personal data (known as data portability),
• Rectify or correct your personal information
• Remove your personal information removed (known as Erasure or the ‘right to be forgotten’)
• Move. You have the flexibility to move your data to other service providers as you wish
• Withdraw consent
If you wish to exercise any of these rights, please contact us via our website.
Cookies are small data files sent by a website’s server to a web browser, processor memory or hard drive and stored there. They can be used for a range of different purposes, such as customising a website for a particular user, helping a user navigate a website, improving that user’s website experience, and storing that user’s preferences and login information. A website transfers to the cookie file of the browser on your computer’s hard disk so that the website can remember who you are.
A cookie will typically contain the name of the domain from which the cookie has come, the ‘lifetime’ of the cookie, and a value, usually a randomly generated unique number.
8.1 Managing cookies
Most web browsers allow you to control the cookies stored on your computer through your browser’s settings.
You can accept or reject some or all cookies (for example, blocking all third party cookies) by adjusting your browser settings. If you do not know how to do this, the links below set out information about how to change your browser settings for some of the most commonly used web browsers:
- Google Chrome: https://support.google.com/chrome/answer/95647?hl=en-GB
- Mozilla Firefox: https://support.mozilla.org/en-US/kb/delete-browsing-search-download-history-firefox?redirectlocale=en-US&redirectslug=Clear+Recent+History
- Microsoft Internet Explorer: https://support.microsoft.com/en-us/help/278835/how-to-delete-cookie-files-in-internet-explorer
- Apple Safari: https://support.apple.com/kb/PH5042?locale=en_US
To find out more about cookies, including how to see what cookies have been stored and how to manage and delete them, visit http://www.allaboutcookies.org/. If you choose to remove or block cookies at any time by adjusting your browser settings, in some cases, this may impact your experience of our website.
9. Contact Information
If you have questions, comments or complaints about this Policy and/or our practices in relation to your personal data, please contact us by email at [email protected].