Privacy Policy
Data Controller
Abbotswood Community Association is the Data Controller for all data collected and processed on behalf of the Association.
Contact Details
Our address is:
Abbotswood Community Association
14 Abbotswood Common Road
Romsey
SO51 0BX
Email:
admin@abbotswoodromsey.co.uk
Privacy Statement
Abbotswood Community Association uses personal data for the purposes of managing the centre, its bookings and finances, running and marketing events at the centre, staff employment and its fundraising activities. Data may be retained for up to 7 years for accounts purposes and for longer where required by the association’s insurers. If you would like to find out more about how we use your personal data or want to see a copy of information about you that we hold, please contact admin@abbotswoodromsey.co.uk or refer to the Data Retention table.
Why we process your data
When you contact us, volunteer for us or make a booking and you get in touch via email, telephone or in person we need to keep a record of our interactions. The retention periods for these interactions can vary and are listed below. When we ask for your data, we only ever ask for what we need and no-more. If you would like to find out what data we have about you, you can make a Subject Access Request.
Subject Access Request
When making any Subject Access Request, your identity will need to be confirmed. This will involve producing a recognisable piece of identification (e.g. Passport, Photo Driving Licence and/or recent utility bill) to a Trustee at the Community Centre before the statutory one month time limit begins. We take looking after your data seriously so we need to ensure that we are dealing with the correct person before we release any data or make amendments. Upon successfully confirming your identity, we will provide all of the personal information we hold on you.
Correcting Data
You have a right to have your data amended if it is incorrect. This could be we have an incorrect email address or you have changed your name. If the data we hold about you is incorrect, please let us know so that we can update our records. Likewise, if you no longer want us to hold your data – for example – you no longer wish to be a volunteer, please contact us so that we can update our records. We have certain legal obligations to retain your data.
Data Retention
| Data Source | Retention Period |
| Contact Form | 6 months |
| Neighbourhood Watch Membership Form | Indefinite until inactive – deleted when no longer a member |
| Volunteers Database | 1 year after last active service |
| Bookings Query | Up to 7 years |
| Financial Records | 7 years |
3rd Party Data Processors
Booking Bug
We use a third party, Booking Bug, to process our bookings transactions. They are our Data Processor and they have their own Privacy Policy and Information Security Policy. The subscription terms and conditions we have agreed to can be found here.
Neighbourhood Watch
Abbotswood Neighbourhood Watch are a separate entity and as such a different Data Controller who have agreed to adopt all of Abbotswood Community Association’s IT and Data Protection Policies. For Neighbourhood Watch, Abbotswood Community Association is the Data Processor. The data you provide to Abbotswood Community Association is not shared with or accessible to Abbotswood Neighbourhood Watch or vice versa.
Office 365
We have a number of volunteers, including the trustees, who work remotely. In order to facilitate remote working, we use Microsoft Office 365 for our Email and Data Storage. Therefore Microsoft are our Data Processor. We use robust systems to ensure security of your data and we use UK data centres to store your data.
TSO Host
TSO provide web hosting for this site. When you submit a form, like a contact form, the data is processed by TSO. As part of the process of submitting a form an entry is made onto a secure database which is hosted in a UK based data centre.
Google Drive
Google Drive is a data storage service offered by Google. As mentioned above, the majority of our volunteers and trustees work remotely. In order to facilitate this, data is stored remotely and obtained by verified users. Therefore, Google is our data processor. Google uses a mixture of European and American based data centres.
Google Analytics
Google Analytics is a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which (as discussed here) are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage.
Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.
You can always opt-out of Google Analytics cookies by Google’s opt-out tool.
