The Roy Fletcher Centre (RFC)
This is the privacy statement of The Roy Fletcher Centre. At The Roy Fletcher Centre we are committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you; that you provide will be processed by us. It includes data that we hold electronically and in paper files.
Meeting/Counselling Room hirers
All others for whom the RFC provides a service
- How and why we process personal data
We will process data to deliver the services the RFC provide to you; to administer requests, leasing of offices, hiring of meeting/counselling room bookings, office services and for employment
We confirm, when processing data that we will comply with the provisions of all relevant data protection legislation and regulation.
We do not sell, rent or lease any of the personal information collected from you to third parties. We do not use or disclose sensitive personal information, such as race, religion, or political affiliations (in the event that we become aware of any), without your consent.
For the purposes of employment, information is provided to our third party payroll provider necessary for them to process salary, PAYE and NI on behalf of the RFC and to comply with HMRC regulations.
What personal information we collect
The personal information that we collect will depend on what capacity you engage with the RFC i.e. to provide you with a requested service, office accommodation or for employment purposes. These may include (the list is non-exhaustive):
- Personal Identifiable Information (Names, email address, postal information, DOB, NI number, next of kin)
Where we collect personal information from
Job application forms, telephone, in person, email, website enquiry form (general enquiries; meeting room bookings, questionnaires or surveys), at marketing events (event feedback/surveys; prize draws)
Legal bases for processing data
The legal bases for the processing of client data where a formal agreement exists is under the following paragraphs of the General Data Protection Regulation (GDPR): Article 6 1(b), the processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract, and Article 6 1.(f), it is in the legitimate interests of the data controller or a third party.
Our legitimate interest means the interests of our organisation in conducting and managing our business to enable us to give you the best service. For example to be able to pay employees and comply with all relevant employment law, for tenant charities to be able to invoice in compliance with signed Lease/Licence, hirers of meeting/counselling room to adhere to contract terms agreed. Safeguards have been put in place to ensure we achieve the correct balance between both our interests.
Where no formal contract exists, the legal basis for processing personal information is consent provided via email, in person, booking forms, over the telephone or at a marketing event.
How we use your personal data
The purposes for which personal information is processed may include any of the following (the list is not exhaustive):
- For providing employer information and processing payroll
- Deliver services and meet legal Landlord requirements
- Verify identity where this is required
- Communication by post, email or telephone
Understand needs and how they may be met
- Maintain records for the purpose of invoicing, establishing member of professional body, hold copy of liability insurance of Counsellors (private) for purpose of hiring counselling rooms,
- For employees – hold next of kin information and right to work in the UK verification
- Process financial transactions
Who has access and why?
Data will be held and processed depending on the service/s you have requested and receive from the RFC in capacity as Landlord, hirer of meeting/counselling rooms, office services, Employer and IT assistance when attending the Go-To Internet resource.
Only those staff who have a legitimate need to access data will be authorised to do so. We may also be required to share your data with some third parties. For example, if we have a problem with some software it may be necessary to provide the software supplier with specific data. However, where this is necessary we only disclose the information that is required to resolve the issue, and we have a contract in place that requires them to keep your information secure and not to use for their own purposes.
Examples of third parties could include (this list is non-exhaustive):
Website hosting provider
Electronic communication providers
How long we retain your personal data
To meet our legal data protection and privacy obligations, we only hold on to your information for as long as we need it and for the purposes we acquired it for in the first place.
Where we have a formal agreement, such as a Lease/Licence for occupation of office accommodation, we will collect personal data and retain for as long as required under current legislation. Where we don’t have a formal contract and you have submitted your data in person, via email, in person, over telephone or at a marketing event, we shall keep your personal information on our database, subject to an individual’s right to unsubscribe or be forgotten at any time. Please see the Your Rights section below.
- Using our website & social media
We may collect information about the software on your computer (your browser version etc) and your IP address (your connection with the internet) in order to improve your interaction with our website. This may happen automatically without you being aware of it.
Cookies also enable us to generate statistics about the number of visitors we have and how they use the website and the internet to improve the service we provide. You can set your browser to reject our cookies if you wish (you should consult your browser help section for details), but this might restrict your use of the website and other websites.
Any social media posts or comments you send to us (on our Facebook page or Twitter) will be shared under the terms of the relevant social media platform on which they are written and could be made public. Other people, not us, control these platforms. We are not responsible for this kind of sharing. We recommend you should review the terms and conditions and privacy policies of the social media platforms you use.
Cookies & Our Website
On this website we use the following cookies to enable Google Analytics to function:
These cookies are used to collect information about how visitors use our site such as visitor numbers, referral source, pages viewed, dwell time etc. We use this information to compile statistical reports and to help us improve the website for the benefit of our users
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.
To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
- Your Rights
You have a number of rights under GDPR:
Right of Access
You have the right, subject to a number of exceptions, to know what information we hold about you.
Right to Rectification
You have the right to have any information we hold about you corrected if inaccurate or incomplete.
Right to Erasure
You have the right to ask us to delete personal information about you where:
- You consider that we no longer require the information for the purposes for which it was obtained.
- We are using that information with your consent and you have withdrawn your consent.
- You have validly objected to our use of your personal information
- Our use of your personal information is contrary to law or our other legal obligations.
Right to Object
- You have the right to object our processing of your personal data on the basis of legitimate interest, for direct marketing or for processing event bookings.
- We will stop processing your data on the basis of legitimate interest unless there are compelling legitimate grounds for us to continue.
- We will stop any processing of your data for direct marketing as soon as we receive an objection.
Right to Restrict Processing
You have the right to restrict processing of your data in certain circumstances, such as when there is a question over the way in which we are using it.
We will not make any decision regarding you by purely automated means.
Withdrawing consent using your information
Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.
Please contact us by emailing firstname.lastname@example.org if you wish to exercise any of these rights or have any queries regarding how we use/store your information.