PRIVACY POLICY
This Privacy Policy may be revised from time to time. We therefore recommend that you review our Privacy Policy periodically for any changes. Changes are effective once posted.
Contents
1. Introduction
2. What is personal data, as defined in the GDPR?
3. Open Door’s commitment to you
4. Who we are
5. What personal information do we collect and how do we collect it?
6. Sensitive personal information
7. How do we use your personal information?
8. What legal basis do we have for processing your personal information?
9. When do we share personal information?
10. How do we secure personal information?
11. How long do we keep your personal information for?
12. Use of cookies and other technologies
13. If you wish to contact us
14. More information about your rights
––––––––––––––––––––––––––––––––––––––––––––––––––––––––
1. Introduction
Your privacy is very important to us at Open Door and we take our obligations to comply with data protection laws seriously. We collect, process and hold data so that we can support our visitors, volunteers, users and local community through the many activities we offer at Open Door, and in order to raise vital funds which enable us to continue that work.
This policy is written in accordance with General Data Protection Regulation (GDPR) that came into effect 25 May, 2018 – see https://gdpr-info.eu
GDPR gives you several rights about your personal data and puts you in control. For a full explanation see https://ico.org.uk/your-data-matters/
For the purposes of this Privacy Policy, we refer to personal data as ‘personal information’.
2. What is personal data, as defined in the GDPR?
“Personal data” includes all information that refers to an identified or identifiable person. This can include for example, your name, address, telephone number or date of birth.
“Sensitive personal data” includes genetic, biometric and health data, as well as data revealing racial and ethnic origin, political opinions, religious or ideological convictions or trade union membership.
3. Open Door’s commitment to you
Open Door is the data controller of any personal information you provide to us. In relation to your privacy, we make the following commitments:
4. Who we are
Open Door is a safe and welcoming community space in Berkhamsted where people meet and take part in activities that enhance their social, mental and physical well-being. We are located at:
360-364 High Street
Berkhamsted
Hertfordshire HP4 1HU
Tel: 01442 768120
We are part of The Way Inn Christian Centre Trust, registered charity no. 1002449.
The Way Inn
268 High Street
Berkhamsted
Hertfordshire HP4 1AQ
www.wayinn.com
5. What personal information do we collect and how do we collect it?
This Privacy Policy refers to any personal information collected by Open Door via the following routes:
We collect only as much personal information as Open Door needs and, depending on the manner in which that information is collected, may include the following:
General
Business information
Although not defined as personal information under the terms of GDPR, we may collect information about any business you operate (including contact details, a website address and images) where you have expressed an interest in running an event or activity at Open Door. We will treat that information appropriately.
Health and Safety obligations when booking activities
Upon confirming any booking for any activity at Open Door, you will be asked to provide an emergency contact number.
Personal information regarding Under 18s
Open Door organises many events for families or children and the protection of children in our care is our priority.
6. Sensitive personal information
We do not collect any sensitive personal information unless you choose to provide that information, or we have a legitimate reason for doing so.
7. How do we use your personal information?
We use the personal information we collect from you only for the purpose for which you have given permission, which may include:
8. What legal basis do we have for processing your personal information?
Open Door operates on the basis of legitimate interest. That is, we believe that in providing us with your personal information, you have indicated to us that you are interested in the operations of Open Door and its aims and, that in support of those aims you give your consent to us keeping in touch with you in the manner in which you have indicated.
If you have paid for an activity, or signed our Terms and Conditions for Venue Hire or Exhibitions, we operate on the basis of this forming a contract, which gives us legitimate reasons for contacting you and processing and storing your personal information in relation to thereto.
9. When do we share personal information?
Other than when required to do so to comply with any legal obligations, for example fraud prevention, your personal information will only be shared, when strictly necessary:
10. How do we secure personal information?
The security of your personal information is a priority for Open Door. In order to prevent any unauthorised access, we have implemented all necessary electronic safeguards and suitable physical measures to protect the personal information we collect. We also rely on the security of trusted third parties to keep your personal information safe when you provide that information through our website, email facility or social media sites.
We also ensure that any volunteers who might handle your personal information in the course of Open Door’s activities or communications with you understand how to keep that information secure and confidential.
With regard to any payment for goods and services by way of credit or debit cards, these are secured by our card payment provider. Open Door retains no card information.
These measures are reviewed regularly as part of our management procedures to ensure we remain vigilant and effective in our secure handling of your personal information.
11. How long do we keep your personal information for?
Where you have entered into a financial transaction with Open Door, we are required under current UK taxation laws to retain your information for six years after the tax year in which the financial transaction took place.
In all other circumstances, and unless we hear from you to the contrary, your personal information will be retained and subsequently deleted four (4) years after the last date on which we had any contact with you.
12. Use of cookies and other technologies
Cookies are small text files that are stored on your computer when you visit Open Door’s website. Cookies store information such as your language setting, the duration of your visit to our website or the information you enter there.
There are different types of cookies. Session cookies are temporary cookies that are stored in the user’s Internet browser until the browser window is closed and the session cookies are deleted. Permanent or persistent cookies are used for repeated visits and stored in the user’s browser for a predefined time. First-party cookies are set by the website the user visits. Only this website may read information from cookies. Third-party cookies are set by organizations that are not operators of the website that the user visits. These cookies are used by marketing companies, for example.
Open Door’s website provider Weebly, Inc. uses cookies and tracking technologies (see explanation below) and full details can be found at: https://www.weebly.com/uk/privacy
First party cookies
Used to provide basic functionality of our Service, including for authentication and security purposes, configuration, and support.
Third party cookies
Used to enable certain analytics and tracking tools, as well as interest based advertising and chat functionality.
Session cookies
Used to enable certain analytics and tracking tools, interest based advertising, as well as for app configuration, monitoring tools, to pin user session to a specific server, and to prevent cross site request forgery.
Persistent cookies
Provides functionality of first party cookies and third party cookies across sessions.
You can control the use of certain cookies at the individual browser level or in your operating system preferences. If you opt-out of such cookies, you may still use the Service, but your ability to use some features or areas of the Service may be limited. You can find out more about your rights in relation to cookies and how to control them here: http://www.youronlinechoices.eu
13. If you wish to contact us
If your interests in Open Door change and you wish to modify the way we contact you, alter the information we hold about you, or withdraw your consent to us contacting you, you need simply contact us by email or post, using the subject heading ‘Data Protection’ and we will take the necessary action, and update our records, within thirty (30) days.
If you have any comments, queries or a complaint about how we manage your personal information, you may contact us via the methods below.
Email:
[email protected]
Post:
Open Door
360-364 High Street
Berkhamsted
Hertfordshire HP4 1HU
14. More information about your rights
If you wish to know more about your rights under GDPR, or have any complaints about how Open Door handles your personal information which we have not been able to resolve, you should contact:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
https://ico.org.uk/
––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Dated: 3 September, 2018
This Privacy Policy may be revised from time to time. We therefore recommend that you review our Privacy Policy periodically for any changes. Changes are effective once posted.
Contents
1. Introduction
2. What is personal data, as defined in the GDPR?
3. Open Door’s commitment to you
4. Who we are
5. What personal information do we collect and how do we collect it?
6. Sensitive personal information
7. How do we use your personal information?
8. What legal basis do we have for processing your personal information?
9. When do we share personal information?
10. How do we secure personal information?
11. How long do we keep your personal information for?
12. Use of cookies and other technologies
13. If you wish to contact us
14. More information about your rights
––––––––––––––––––––––––––––––––––––––––––––––––––––––––
1. Introduction
Your privacy is very important to us at Open Door and we take our obligations to comply with data protection laws seriously. We collect, process and hold data so that we can support our visitors, volunteers, users and local community through the many activities we offer at Open Door, and in order to raise vital funds which enable us to continue that work.
This policy is written in accordance with General Data Protection Regulation (GDPR) that came into effect 25 May, 2018 – see https://gdpr-info.eu
GDPR gives you several rights about your personal data and puts you in control. For a full explanation see https://ico.org.uk/your-data-matters/
For the purposes of this Privacy Policy, we refer to personal data as ‘personal information’.
2. What is personal data, as defined in the GDPR?
“Personal data” includes all information that refers to an identified or identifiable person. This can include for example, your name, address, telephone number or date of birth.
“Sensitive personal data” includes genetic, biometric and health data, as well as data revealing racial and ethnic origin, political opinions, religious or ideological convictions or trade union membership.
3. Open Door’s commitment to you
Open Door is the data controller of any personal information you provide to us. In relation to your privacy, we make the following commitments:
- We will keep your personal information secure and confidential.
- You decide how we communicate with you.
- You may change your mind at any time about how, or whether, we communicate with you.
- You have the right to request a copy of the personal information we hold about you.
- We will ensure our volunteers understand how to handle your information in line with your preferences and our obligations under data protection laws.
- We will never sell your information to, or swap your information with, a third party.
- Where we need to use trusted partners to undertake processing on our behalf, eg for the processing of email communications or credit card transactions, we will only use companies who we believe are compliant with data protection laws.
4. Who we are
Open Door is a safe and welcoming community space in Berkhamsted where people meet and take part in activities that enhance their social, mental and physical well-being. We are located at:
360-364 High Street
Berkhamsted
Hertfordshire HP4 1HU
Tel: 01442 768120
We are part of The Way Inn Christian Centre Trust, registered charity no. 1002449.
The Way Inn
268 High Street
Berkhamsted
Hertfordshire HP4 1AQ
www.wayinn.com
5. What personal information do we collect and how do we collect it?
This Privacy Policy refers to any personal information collected by Open Door via the following routes:
- our website
- our premises at 360-364 High Street, Berkhamsted, Hertfordshire HP4 1HU
- any other location where representatives of Open Door may operate in a temporary capacity, eg a fundraising event
- our email provider
- receipt of any other form of communication initiated by you, eg letter.
We collect only as much personal information as Open Door needs and, depending on the manner in which that information is collected, may include the following:
General
- First and last names
- Telephone number
- Email address
- Postal address
- Any other personal information you choose to provide, such as details of skills, experience and interests which you believe may relevant if you are enquiring about volunteering or fundraising for us
- What your interests are in Open Door.
- Your card details if making a payment by credit or debit card.
Business information
Although not defined as personal information under the terms of GDPR, we may collect information about any business you operate (including contact details, a website address and images) where you have expressed an interest in running an event or activity at Open Door. We will treat that information appropriately.
Health and Safety obligations when booking activities
Upon confirming any booking for any activity at Open Door, you will be asked to provide an emergency contact number.
Personal information regarding Under 18s
Open Door organises many events for families or children and the protection of children in our care is our priority.
- If you are under the age of 18 and wish to participate in an activity, please obtain the consent of your parent or guardian before providing any personal information to us.
- If you are an adult booking an event for a child or children, you will be asked to provide:
- the child/children’s name/s participating in the activity
- an emergency contact phone number
- the name of the person collecting the child/children from the activity.
6. Sensitive personal information
We do not collect any sensitive personal information unless you choose to provide that information, or we have a legitimate reason for doing so.
7. How do we use your personal information?
We use the personal information we collect from you only for the purpose for which you have given permission, which may include:
- Delivering marketing and events communications at your request, eg by way of newsletter.
- Responding to any enquiry about Open Door, its activities, products or services, or running an event or workshop.
- To process your participation in any event for which you have registered, including payment thereof.
- Processing your application to become a volunteer and, if successful, continuing to liaise with you as part of the volunteers’ team.
- To process your hiring of space at Open Door, and payment thereof.
- To process any donations we receive from you, and write to thank you.
- To further Open Door’s aims, including fundraising to support those aims.
- To fulfil purchases made by you from Open Door, eg artworks for sale.
- To invite voluntary participation in research or surveys.
- To analyse and improve our work processes, services, activities, products, information and website.
- For administration purposes, eg. to keep a record of workshop participants, or interested parties.
- For internal record keeping, eg. noting your preferences and interests regarding our work.
8. What legal basis do we have for processing your personal information?
Open Door operates on the basis of legitimate interest. That is, we believe that in providing us with your personal information, you have indicated to us that you are interested in the operations of Open Door and its aims and, that in support of those aims you give your consent to us keeping in touch with you in the manner in which you have indicated.
If you have paid for an activity, or signed our Terms and Conditions for Venue Hire or Exhibitions, we operate on the basis of this forming a contract, which gives us legitimate reasons for contacting you and processing and storing your personal information in relation to thereto.
9. When do we share personal information?
Other than when required to do so to comply with any legal obligations, for example fraud prevention, your personal information will only be shared, when strictly necessary:
- between relevant members of the Open Door team and management committee in order to conduct the operations and administration of Open Door;
- to provide you with information, products or services that you have requested
- with people running activities at Open Door, about which you have enquired or for which you have booked.
10. How do we secure personal information?
The security of your personal information is a priority for Open Door. In order to prevent any unauthorised access, we have implemented all necessary electronic safeguards and suitable physical measures to protect the personal information we collect. We also rely on the security of trusted third parties to keep your personal information safe when you provide that information through our website, email facility or social media sites.
We also ensure that any volunteers who might handle your personal information in the course of Open Door’s activities or communications with you understand how to keep that information secure and confidential.
With regard to any payment for goods and services by way of credit or debit cards, these are secured by our card payment provider. Open Door retains no card information.
These measures are reviewed regularly as part of our management procedures to ensure we remain vigilant and effective in our secure handling of your personal information.
11. How long do we keep your personal information for?
Where you have entered into a financial transaction with Open Door, we are required under current UK taxation laws to retain your information for six years after the tax year in which the financial transaction took place.
In all other circumstances, and unless we hear from you to the contrary, your personal information will be retained and subsequently deleted four (4) years after the last date on which we had any contact with you.
12. Use of cookies and other technologies
Cookies are small text files that are stored on your computer when you visit Open Door’s website. Cookies store information such as your language setting, the duration of your visit to our website or the information you enter there.
There are different types of cookies. Session cookies are temporary cookies that are stored in the user’s Internet browser until the browser window is closed and the session cookies are deleted. Permanent or persistent cookies are used for repeated visits and stored in the user’s browser for a predefined time. First-party cookies are set by the website the user visits. Only this website may read information from cookies. Third-party cookies are set by organizations that are not operators of the website that the user visits. These cookies are used by marketing companies, for example.
Open Door’s website provider Weebly, Inc. uses cookies and tracking technologies (see explanation below) and full details can be found at: https://www.weebly.com/uk/privacy
First party cookies
Used to provide basic functionality of our Service, including for authentication and security purposes, configuration, and support.
Third party cookies
Used to enable certain analytics and tracking tools, as well as interest based advertising and chat functionality.
Session cookies
Used to enable certain analytics and tracking tools, interest based advertising, as well as for app configuration, monitoring tools, to pin user session to a specific server, and to prevent cross site request forgery.
Persistent cookies
Provides functionality of first party cookies and third party cookies across sessions.
You can control the use of certain cookies at the individual browser level or in your operating system preferences. If you opt-out of such cookies, you may still use the Service, but your ability to use some features or areas of the Service may be limited. You can find out more about your rights in relation to cookies and how to control them here: http://www.youronlinechoices.eu
13. If you wish to contact us
If your interests in Open Door change and you wish to modify the way we contact you, alter the information we hold about you, or withdraw your consent to us contacting you, you need simply contact us by email or post, using the subject heading ‘Data Protection’ and we will take the necessary action, and update our records, within thirty (30) days.
If you have any comments, queries or a complaint about how we manage your personal information, you may contact us via the methods below.
Email:
[email protected]
Post:
Open Door
360-364 High Street
Berkhamsted
Hertfordshire HP4 1HU
14. More information about your rights
If you wish to know more about your rights under GDPR, or have any complaints about how Open Door handles your personal information which we have not been able to resolve, you should contact:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
https://ico.org.uk/
––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Dated: 3 September, 2018