Privacy Policy
Contact details:
Name: The Chairman, BWCT
Address: 12 Old Mill Close, Burley in Wharfedale, Ilkley, LS29 7RU
E-mail: BWCT@burleycommunitytrust.org.uk
Website: www.burleycommunitytrust.org.uk
___________________________________
Please note:
* Burley in Wharfedale Community Trust’ is herein referred to as “BWCT”
* BWCT is both the “Data Controller” and a “Data Processor”, as defined.
The types of personal information that we collect:
BWCT currently collect and process the following types of personal information:
Personal Data categories, such as, but not limited to:
How we acquire personal information and why we use it:
Most of the personal information that we process is provided to us directly by you for the following reasons, but not limited to:
Data Processors that we use
BWCT use a number of Data Processors and systems, such as:
What we use the information that you have given us for
As a community-based Charitable Organisation, BWCT organise, manage, and support various fund-raising initiatives and activities, and where appropriate we also make grants available to individuals and organisations. This means the Trust needs to use personal information in a number of ways, for example, but not limited to:
Who we need to share personal information with?
BWCT may need to share personal data with persons and its Data Processors, so that it can manage the processes which are necessary to achieve its stated aims as a charitable organisation. BWCT may share personal data with:
Lawful Bases That We Rely On
Under UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing personal information are:
How we store your personal information
We take the security of your personal information seriously, and take steps to ensure that it is securely stored, and erased when no longer required. This applies to paper and electronic files.
Your data protection rights
We would like to remind you that under the UK GDPR, individuals were granted certain conditional legal rights to the personal data which they supply to any Data Controller or Data Processor, and these are:
You are not required to pay any charge for exercising your rights. If you do make a formal request, then we have one month in which to respond to you.
You can contact BWCT at:
The Chairman (BWCT)
12 Old Mill Close, Burley in Wharfedale, Ilkley, LS29 7RU
Email: [email protected]
How to complain
If you have any queries or concerns about our use of your personal information, then you can contact us directly using the details shown above. If you should be unhappy with our response, then you can complain to the Information Commissioners’ Office (ICO).
The ICO’s address is:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: For individuals this is on - 0303 123 1113
ICO website: This is at - www.ico.org.uk
____ End of Policy ____
Name: The Chairman, BWCT
Address: 12 Old Mill Close, Burley in Wharfedale, Ilkley, LS29 7RU
E-mail: BWCT@burleycommunitytrust.org.uk
Website: www.burleycommunitytrust.org.uk
___________________________________
Please note:
* Burley in Wharfedale Community Trust’ is herein referred to as “BWCT”
* BWCT is both the “Data Controller” and a “Data Processor”, as defined.
The types of personal information that we collect:
BWCT currently collect and process the following types of personal information:
Personal Data categories, such as, but not limited to:
- Individual person identifiers: For example, full name, contact details such as telephone number, email address, property address, banking and transaction details
- Membership, Donations, Gift Aid, Pledges: We use individual data and data-strings such as title, initials, name house, phone, post code”, HMRC status, family members, payment value
- Business/Organisation/Service Provider/Partner: product/service types, charitable status, employee/contact details, address, banking and transaction details, personal data on documents relating to, for example, Invoices, Public Liability, Gas Safety, Risk Assessment, Health & Safety, Food Hygiene.
- Age: Whether adult or a child
- Event/Ticketing Information: For example, name, contact details, banking and transaction details, dietary preferences, and other information as may relate to a particular event
- Classic Car Show: Vehicle make, model, registration number, club
- Burley Moor Run: Club, age range, gender, emergency contact details
- Charity Commission: Trustee full name, address, email address, date of birth, telephone
- Data revealing or concerning such as: racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; health; personal life; gender id; criminal offence, etc.
- Data which BWCT may become aware of, or be inferred about an individual, under one of the following categories: “Legitimate Interests” (DPA 2018, Article 6f), or, “Not for Profit Body” (UK GDPR, Article 9), and (DPA 2018, Schedule 1, 31)
How we acquire personal information and why we use it:
Most of the personal information that we process is provided to us directly by you for the following reasons, but not limited to:
- On-Line forms that you choose to interact with (for example, activities in the Summer Festival, Enquiry forms, Trust Membership form, Crowdfunding, Moor Run Entrants)
- Paper-based forms that you either choose to interact with, i.e., pick up, download on-line and then complete, or that we create as a result of your interaction (for example, Entry to the Summer Festival Car Show, Duck Race, Moor Run, Trust Membership, Volunteering, etc)
- On-Line Event/Ticketing/Purchase/Pledge (for example, Events, Activities or Competitions that require you to make a payment, donation or pledge)
- From your interaction with our community partners (for example, schools, the Parish Council, activity/service providers at events that we organise, facilitate, or support)
- Emails & attachments that we receive as correspondence
- Invoices that we receive
- Paper-based documents sent to our postal address, or drop-off box
- Telephone and other verbal interactions, attendance at our meetings, which may be transcribed to notes, paper forms or on-line forms, either for reasons of legal obligation, administration, or on your behalf
- Social media engagement
- From using one of our websites (for example, feedback we may receive as a result of serving cookies (small items of computer code) to your personal device which, if you consent to them, measure the performance of our systems and your interactions with our pages)
- Confirmations and administrative details sent back to us from your interaction with our Data Processors (for example, when you take out Membership of the Trust, or make a payment to our payment processors for Events/Ticketing/Pledges, etc)
- When we ask you for your explicit consent, for example where you agree to us sending you occasional emails or postal communication from our subscribed-lists
Data Processors that we use
BWCT use a number of Data Processors and systems, such as:
- BACS/PayPal/SumUp: Payment Systems
- Wix Checkout, Event & Ticketing Platform: Summer Festival Payment Systems
- Google Drive/Forms: Summer Festival data entry to events/activities, Subscribe-list mailing
- Walkers are Welcome: Summer Festival partner - text-booking of guided walks
- MembershipMojo – BWCT’s Membership system
- Wordpress, Square/Weebly, Google, WiX: Website hosts
- MS One Drive/Outlook: Trading partner - Xmas Street Market
- MailChimp: BWCT’s Subscribe-list emailing system
- Google Workspace, Roundcube: Administration, Email
- Gov Gift-Aid Portal: Gift-Aid processing
- Crowdfunding: Fundraising for occasional projects
- Charity Commission Website: Trustee personnel details and Statutory Filing
What we use the information that you have given us for
As a community-based Charitable Organisation, BWCT organise, manage, and support various fund-raising initiatives and activities, and where appropriate we also make grants available to individuals and organisations. This means the Trust needs to use personal information in a number of ways, for example, but not limited to:
- Enable visitors to purchase tickets for events, or to gain entry to certain activities or services
- Enlist the help and support of Volunteers
- Engage and work with service providers, contractors, partners, stakeholders, advisers, local government, etc
- Keep you informed of current and future activities and news about the work of BWCT
- Enable people and families to join and renew their membership of BWCT
- Enable people/families/organisations to make voluntary donations/pledges to BWCT
- Consider proposals and grant applications
- Account for membership donations, gift-aid, grants, invoices
- Correspond with you via post, email, telephone, social media, and in conversation
- Manage the work of BWCT through correspondence and meetings with Trustees and others
- Manage and maintain the assets of BWCT
- Maintain details held with the Charity Commission
Who we need to share personal information with?
BWCT may need to share personal data with persons and its Data Processors, so that it can manage the processes which are necessary to achieve its stated aims as a charitable organisation. BWCT may share personal data with:
- Trustees, and nominated Process Leaders
- Payment Processors:
- BACS/Card Payment/PayPal: (Trust Membership, and Summer Festival)
- SumUp PoS: (Various activities at remote locations)
- WIX Checkout: (Summer Festival – Ticketing/Events/Activities)
- MailChimp: (Subscribe-list emailing to Trust Membership, and entrants to the Summer Festival Classic Car Show)
- Google Drive/Email: (Subscribe-list emailing for Summer Festival Trails, & Admin for BWCT)
- Google Drive/Forms: (Data capture for certain Summer Festival activities)
- Fell Runners Association (FRA) for the results of the Burley Moor Run
- MS One Drive & Outlook, SumUp: (Admin & payments for Xmas Street Market)
- Walkers are Welcome: (Mobile text-booking for Summer Festival guided walks)
- MembershipMoJo: (BWCT’s Membership management system)
- (Gov) Gift Aid Portal: (Gift-Aid and donation processing)
- Charity Commission Portal: (Details of currently serving Officers and Trustees)
- Website platforms which BWCT own/operate: (for cookies, forms, links to Data Processors)
Lawful Bases That We Rely On
Under UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing personal information are:
- Your Consent: (Where we seek to keep you informed of news and updates on BWCT’s activities, or where no other Legal Base
applies to our processing) - Where we have: Contractual Obligation
- Where we have: Legal Obligation
- Where we have: Legitimate Interest
How we store your personal information
We take the security of your personal information seriously, and take steps to ensure that it is securely stored, and erased when no longer required. This applies to paper and electronic files.
- We will ensure that your personal data is held and processed securely within the systems that we use for our administration, websites, and with our Data Processors.
- Some of your data is erased once it has been used in the processes for which it was collected, for example certain Summer Festival competitions and activities, duck race entries, guided walks, pop-up stalls, etc.
- Some of your data is retained for subsequent purposes, for example, emailing from our subscribed-lists, correspondence that we have sent or received in emails/letters, crowd-funding pledges, analysis of our website performance, and membership administration.
- Some of your data may be retained for longer, for example, that relating to our accounting, grant applications, contractual agreements, assets, gift-aid claims, Summer Festival Car Show entrants
Your data protection rights
We would like to remind you that under the UK GDPR, individuals were granted certain conditional legal rights to the personal data which they supply to any Data Controller or Data Processor, and these are:
- Your right of access: You have the right to ask us for copies of your personal information.
- Your right to rectification: You have the right to ask us to rectify personal information you think is inaccurate or incomplete.
- Your right to erasure: You have the right to ask us to erase your personal information.
- Your right to restriction of processing: You have the right to ask us to restrict the processing of your personal information.
- Your right to object to processing: You have the right to object to the processing of your personal information.
- Your right to data portability: You have the right to ask us to transfer the personal information you gave us to either yourself or an organisation/destination of your choice.
- Your right to be informed: You have a right to be informed about how we process your data
You are not required to pay any charge for exercising your rights. If you do make a formal request, then we have one month in which to respond to you.
You can contact BWCT at:
The Chairman (BWCT)
12 Old Mill Close, Burley in Wharfedale, Ilkley, LS29 7RU
Email: [email protected]
How to complain
If you have any queries or concerns about our use of your personal information, then you can contact us directly using the details shown above. If you should be unhappy with our response, then you can complain to the Information Commissioners’ Office (ICO).
The ICO’s address is:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: For individuals this is on - 0303 123 1113
ICO website: This is at - www.ico.org.uk
____ End of Policy ____