Data Protection Policy

The White Hut Community Hall is committed to a policy of protecting the rights and privacy of individuals, voluntary and community group members, volunteers, staff and others in accordance with The Data Protection Act 2018 and the General Data Protection Regulation 2018. The policy applies to all voluntary and community group members and staff at the community Centre. Any breach of The Data Protection Act 2018, the General Data Protection Regulation 2018 or of this Data Protection Policy is considered to be an offence and in that event, disciplinary procedures apply.

As a matter of good practice, other organisations and individuals working with the Community Hall, and who have access to personal information, will be expected to have read and comply with this policy. It is expected that any staff who deal with external organisations will take responsibility for ensuring that such organisations sign a contract agreeing to abide by this policy.

Legal Requirements
This privacy policy notice is for this website, www.thewhitehut.org.uk and served by The White Hut Community Hall, Penylan Roundabout, Hollybush Way, Cwmbran, Torfaen and governs the privacy of those who use it. The purpose of this policy is to explain to you how we control, process, handle and protect your personal information while browsing or using this website, including your rights under current laws and regulations. If you do not agree to the following policy you may wish to cease viewing or using this website.

Policy key definitions:

  • “I”, “our”, “us”, or “we” refer to the business, The White Hut Community Hall or The White Hut.
  • “you”, “the user” refer to the person(s) using this website.
  • GDPR means General Data Protection Act.
  • PECR means Privacy & Electronic Communications Regulation.
  • ICO means Information Commissioner’s Office.
  • Cookies mean small files stored on a user’s computer or device.

Processing of your personal data
Under the GDPR (General Data Protection Regulation) we control and / or process any personal information about you electronically.  We operate within the Lawful Basis of the GDPR and treat your information with care and respect that we would expect ourselves.

We only process personal data for core business purposes and are not required to register on the Data Protection Register at the Information Commissioner’s Office.

Email, telephone, written and website-based business communications:
When you email, telephone, write or use the website to communicate with us, you are providing us with personal information.  This personal information is stored on our computer system.  We use this information for the purpose of communicating with you to carry out normal business.

Job applications:
When you apply for an advertised job and provide a Curriculum Vitae, we will store the information you provide on our computer system.  This information is used for the purpose of processing your job application.

Contract information:
If we enter into a contract with you, we will hold information you provide for the purposes of managing the contract.  This may include name, address, telephone number, email address of persons in your organisation who may be contacted in order to administer the contract.

Internet cookies:
We do not use internet cookies on our website to store information on your electronic device.

Information we store and process:
Information that you may have provided that can be processed by us includes:

  • Your name, address, telephone number, email address.
  • Your company name, telephone number, email address, registered address, communication address.
  • Your Curriculum Vitae.
  • Your nationality and security status.
  • The name, address, telephone number, email address of a referee provided by you.
  • The name, address, telephone number, email address of relevant persons in your organisation provided by you.

Marketing and third parties:
We do not use this information for unsolicited marketing purposes and do not pass your information to any third-party marketing or advertising organisations.

Your consent for us to process your information:
Where you have provided explicit consent for us to process your information, we will continue to process your information until you withdraw consent or it is determined your consent no longer exists.

Changes:
If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.

If you wish to make a change to the personal information we hold, please get in touch through the ‘Contact Us’ section of the website.

The White Hut Community Hall will annually review its Data Protection Policy and its Privacy Policy to enable appropriate amendments, development or new policies to ensure personal data is collected, stored and disposed of in a manner compliant with the requirements of the General Data Protection Regulation 2018.

Your individual rights
Under the GDPR your rights are as follows. You can read more about your rights in detail on the Information Commissioner’s Office website (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/);

  • the right to be informed;
  • the right of access;
  • the right to rectification;
  • the right to erasure;
  • the right to restrict processing;
  • the right to data portability;
  • the right to object; and
  • the right not to be subject to automated decision-making including profiling.

You also have the right to complain to the ICO [www.ico.org.uk] if you feel there is a problem with the way we are handling your data.

We handle subject access requests in accordance with the GDPR.

Data security and protection
We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.

Transparent Privacy Explanations
We have provided some further explanations about user privacy and the way we use this website to help promote a transparent and honest user privacy methodology.

Sponsored links, affiliate tracking & commissions
Our website may contain adverts, sponsored and affiliate links on some pages. These are typically served through our advertising partners; Google Adsense, eBay Partner Network, Amazon Affiliates, or are self-served through our own means. We only use trusted advertising partners who each have high standards of user privacy and security. However we do not control the actual adverts seen or displayed by our advertising partners. Our ad partners may collect data and use cookies for ad personalisation and measurement. Where ad preferences are requested as ‘non-personalised’ cookies may still be used for frequency capping, aggregated ad reporting and to combat fraud and abuse.

Clickable sponsored or affiliate links may be displayed as a website URL like this; https://www.amazon.co.uk/?tag=thwhhu-21&linkCode=ez or as a titled text link like this: Gift Ideas For Your Partner.

Clicking on any adverts, sponsored or affiliate links may track your actions by using a cookie saved to your device. You can read more about cookies on this website above. Your actions are usually recorded as a referral from our website by this cookie. In most cases we earn a very small commission from the advertiser or advertising partner, at no cost to you, whether you make a purchase on their website or not.

We use advertising partners in these ways to help generate an income from the website, which allows us to continue our work and provide you with the best overall experience and valued information.

If you have any concerns about this we suggest you do not click on any adverts, sponsored or affiliate links found throughout the website.

Email marketing messages & subscription
Under the GDPR we use the consent lawful basis for anyone subscribing to our newsletter or marketing mailing list. We only collect certain data about you, as detailed in the “Processing of your personal date” above. Any email marketing messages we send are done so through an EMS, email marketing service provider. An EMS is a third party service provider of software / applications that allows marketers to send out email marketing campaigns to a list of users.

Email marketing messages that we send may contain tracking beacons or tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of data such as; times, dates, I.P addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations will show the activity each subscriber made for that email campaign.

Any email marketing messages we send are in accordance with the GDPR and the PECR. We provide you with an easy method to withdraw your consent (unsubscribe), manage your preferences or the information we hold about you at any time.