Privacy Statement
1 Introduction
Bentely Heath Community Association (“BHCA”, “we” or “us”) is a registered charity, number 523002. Address: Bentley Heath Community Centre, Widney Road, Bentley Heath, Solihull B93 9BQ.
We are wholly committed to protecting your personal data and respecting your privacy. This Privacy Notice sets out the basis on which any personal data that we collect from or about you, or that you provide to us, will be processed by us. We may update this Privacy Notice from time to time. BHCA’s website (https://bentleyheathhall.co.uk/) will carry an up-to-date copy. For the purpose of The General Data Protection Regulation (“GDPR”), BHCA is what is known as a “data controller”.
2 Data Protection Contact
If you have any data protection queries, please contact BHCA by email bentleyheathhall@gmail.com
3 Data Protection Principles
BHCA complies with data protection law which states that the personal information we hold about you must be:
a) used lawfully, fairly and in a transparent way
b) collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
c) relevant to the purposes we have told you about and limited only to those purposes
d) accurate and kept up-to-date
e) kept only as long as necessary for the purposes we have told you about
f) kept securely.
4 Why we need your data and “Lawful Basis”
The object of BHCA, as stated in its Constitution, is “To promote the well-being of the community for such purposes as may by law be deemed to be charitable, and in particular by associating the local authorities, voluntary organisations and residents in a common effort to further health, to advance education, to provide facilities for physical and mental training and recreation and to foster a community spirit for the achievement of the purposes stated.”
We will use your personal information, typically your name, address, e-mail address and telephone number(s), to provide you with services you have enquired about, or asked for. We will also use your information with your permission to let you know about upcoming events and changes to our hire charges, terms and conditions. Wherever we collect personal data with marketing in mind, we will inform you and provide you with a choice to continue or stop being contacted for this purpose.
We will use your personal information to fulfil any contract we have with you, which will usually be when you hire our halls and have the expectation that we will use your information to ensure you receive the right facilities at the right time.
Typically, we will use your information as necessary and as appropriate for our business purposes, including:
- respond to enquiries or requests that you direct to us;
- fulfil your requests for hire or our halls and facilities;
- send communications and administrative emails about the website, or our events;
- send service messages to request feedback on customer experience personalise and better tailor the features, performance and support of the website for your use;
- analyse, benchmark and conduct research on user data and user interactions with the website and our venue.
We will not collect any personal data from you which we do not need in order to provide and oversee this service to you.
All organisations which hold personal data are required to identify a “Lawful Basis” in order to process personal data. Following an overview of what data is held and why, the lawful basis on which BHCA relies is “Contract”, i.e. the processing is necessary to enable BHCA to provide the service expected by the hirer. You are not obliged to provide the personal data in question. However, if you do not allow BHCA to process your personal data, you will not be able to hire BHCA because we will not be able to provide the service you expect from us, i.e. the contract we have with you.
5 What we do with your personal data
Personal data, received direct from you, is held and processed by BHCA in order to provide the service to you. In appropriate circumstances, we may disclose data to authorised bodies as required by law.
Other than as described above and in section 4, no other third parties have access to your personal data and BHCA does not share or sell personal data for any reason.
Your personal information is stored securely at all times. Your information may be kept in a number of places in paper and digital format, all of which comply with data protection requirements. All reasonable steps are taken to ensure that your personal information is managed and secured appropriately, at all times.
To understand how we process digital images please see our CCTV policy on our website.
6 How long we keep your personal data
We will keep personal data for as long as is required to provide the service to you and in accordance with statutory requirements. Your personal data will be retained by BHCA for 3 years after which it will be deleted / destroyed securely. Any financial data arising from a transactional process will be held securely by BHCA in accordance and compliance with all statutory and HMRC requirements.
7 Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
You should note that, if you request that BHCA restricts the processing of data about you or you wish to object to processing, you will not be able to hire BHCA in future. No personal data is processed by BHCA for automated decision-making or profiling.
If you wish to raise a complaint on how we have handled your personal data, you can contact BHCA using the details in section 2 above.
If you are not satisfied with our response or believe that we are not processing your personal data in accordance with the law, you can complain to The Information Commissioner’s Office (“ICO”), full contact details for which can be found at https://ico.org.uk/global/contact-us/.
BHCA is registered with the Information Commissioners Office (ICO) Registration number ZB855832.
Date: February 2025