If you have any feedback on how we can make our new website better please do contact us. We would like to hear from you. 

The Association has an adopted constitution that is registered with the Charity Commission. This is due to be published on this site but in the mean time is available on request.

The Community Centre through its Association has adopted the following policies as listed below:

EQUALITY STATEMENT

 

HEALTH and SAFETY POLICY STATEMENT

 

COMPLAINTS, DISCIPLINE, GRIEVANCE POLICY and PROCEDURES

 

BULLYING and HARASSMENT POLICY and PROCEDURES

 

ALCOHOL and SUBSTANCE MISUSE POLICY and PROCEDURES

 

SAFEGURDING POLICY and PROCEDURES

 

DATA PROTECTION and INFORMATION SHARING POLICY

 

GENERAL DATA PROTECTION REGULATION and PRIVACY NOTICE

 

ENVIRONMENTAL POLICY STATEMENT

 

ENVIRONMENTAL RECYCLING POLICY and PROCEDURES


All the above are reviewed annually and re-adopted at the Association's Annual General Meetings

All updated at AGM May 2018

Copies of all the above are available by request


 1. Equality Statement

Within the Markfield Community Association’s Constitution the Association operates an “open to all” and equitable service at Markfield Community and Sport’s Centre as outlined below:

 Not withstanding or with prejudice to the Markfield Community Association’s Constitution, Conditions of Hire, its Charitable Status, policies and any conditions of use imposed by the Charities Commission or other lawful authority; the Association and any associated or hosted project, activity or event, strives to deliver its services, activities and employment at Markfield Community and Sports Centre without discrimination against any person on the basis of their age, gender, sexual orientation, race, faith, religious belief, disability or any discriminatory grounds and recognises the diversity of the local population and within any relevant legislation.


2. General Data Protection Regulation (GDRP) PRIVACY NOTICE) 

PRIVACY NOTICE

The General Data Protection Regulation (GDRP) is an EU regulation that replaces the 1995 Data Protection Directive and becomes enforceable on 25th May 2018. It is intended to strengthen and unify data protection for all individuals within the European Union.

 

This legislation replaces current data privacy law, giving more rights to you as an individual and more obligations to organisations holding your personal data.

This document explains how we at Markfield Community and Sports Centre use data about living individuals. It includes how when and why we collect personal information about people who use our Community and Sports Centre, how we use it, the conditions under which we may disclose it to others and how we keep it secure

Introduction

Who are we?

Markfield Community Association is a small registered charity (no. 1017713) that is the body responsible for the management and development of Markfield Community and Sports Centre and its trading arm Mercenfeld Trading Ltd based at Mayflower Close, Markfield, Leicestershire LE67 9ST.

The Association details are registered with the Information Commissioner’s Office (ICO) for the purposes of the collecting and storage of personal information (Registered number A8194248)

Markfield Community Association at Markfield Community and Sports Centre is committed to protecting and respecting your privacy.

The principals of this Privacy Notice are embedded in all our policies and procedures and any breach is considered to be an offence and in such an event, the Association’s disciplinary procedures will apply.

As a matter of good practice, other organisations, groups and individuals working in partnership or using the Centre, and who have access to personal information, will be expected to have read and comply with this privacy notice.

Why do we need your information?

We believe that, in a thriving community sports centre that provides the best possible facilities for people from our local community no matter what their age, gender, background or ability, we need to collect and use personal data and information for the general management and development of the Community Centre in order to fulfil this aim.

Whose data do we collect?

We collect and hold data on a variety of people that use the Centre including staff, volunteers, trustees, directors, members of our management committee as well as third party organisations, groups, contractors and members of the public who use or hire the Centre for various events and activities or are engaged with the Centre for other means.

How do we obtain information from you?

The majority of the information we collect and hold about you has been provided directly to us by you.

We obtain personal information about you when you use the Community Centre for any activities, classes or events, employment or voluntary work in any capacity, contractual work or incidents relating to safe guarding, health and safety or crime and disorder.

Sometimes we may collect data from someone else. For example when we feel that you may be interested in supporting our work at the Centre and your details have been passed on to us via a third party service provider like Adult Social Services or AGE UK.

We also collect data from other publicly available sources. Examples include information gathered data from a news articles or social media. We may also use publicly available directories and similar information provided by a third party.
 

What type of information is collected from you?

We collect the following classes of information:

Generally we normally only collect basic information including name(s) and address, email addresses, telephone numbers and other relevant contact details and other communication preferences.

Occasionally we will need to collect other necessary information including:

  • Details of relevant family or next of kin
  • Medical information
  • Occupation, skills and professional activity and network(s)
  • Information relating to links and connections with and in the area
  • Records of previous work or volunteering
  • Staff and volunteers management and financial information
  • Information about our relationship with you, correspondence, meeting notes, attendance at events etc.
  • Information necessary for us to manage funds.
  • CCTV and photographic images

What we do with your data and why

The core purposes of our data processing are to:

Administer and manage bookings, hire, events and other activities at the Centre

Administer and management staff and volunteers

Raise funds and manage projects

Manage accounts and other financial business

Realise our objectives and business plans at the Centre

Promote the work and activities at the Centre through advertising, marketing and public relations forums

Maintain a contact’s information and data bank Information

Undertake customer satisfaction surveys and other research to improve and develop the facilities provided at the Centre

Maintain details of volunteers, Trustees, Management Committee and Directors

Provide information to relevant parties in relation to any Safe Guarding and welfare issues or concerns

Provide information for event or any other health and safety risk assessments

Prevent and Detect Crime, Anti-social behaviour and other nuisance behaviour including CCTV images

 

Protecting your data

We keep your data secure in our databases with appropriate security mechanisms in place.

In principal we will not share your data or disclose personal information without consent. However, there may be circumstances where we will need to share personal information with the other organisations or other relevant bodies. In all such cases we will consider the relevant factors when deciding whether information should be disclosed. The Association has a data protection and information sharing policy and procedures that ensure that information is shared correctly when necessary.

We will keep data for as long as is needed to fulfil the management aims of the Centre for which it was collected. Relationships between the Centre and its users are often long term, and so we expect to keep your data for as long as that relationship exists, or until we no longer need it.

Please be reassured that we will not release your information to third parties beyond the Centre’s normal business and certainly not for them to use for their own direct marketing purposes, unless you have requested or agreed for us to do so, or we are required to do so by law, for example, to provide evidence for the purposes of prevention and detection of crime.

To ensure that your personal information and data is secure we have undertaken a personal information risk assessment that identifies all sources of personal information held Centre that identifies where, how it is updated or disposed of and security measures in place.
 

Who has access to your information?

The Association tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:

  • Give you a description of it

  • Tell you why we are holding it

  • Tell you who it could be disclosed to

  • Let you have a copy of the information that we hold

You can also get further information on:

  • Agreements we have with other organisations for sharing information;

  • Circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;

  • Our instructions to staff on how to collect, use and delete personal data; and

  • How we check that the information we hold is accurate and up to date.

     

    Links to other websites

    This privacy notice does not cover the links contained within our website markfieldcommunitycentre.com.

    Please be reassured that we will not release your information to third parties beyond the Centre’s normal business for them to use for their own direct marketing purposes, unless you have requested or agreed for us to do so, or we are required to do so by law, for example, to provide evidence for the purposes of prevention and detection of crime.

    We will not sell or rent your information to third parties nor will we share your information with third parties for marketing purposes.

    Third Party Product Providers we work in association with:

    We work closely with various independent third party people or organisations who provide a range of clubs, classes and other activities at the Centre. When you enquire about any of these activities we may pass on your details to these providers. In some cases these providers may share your information with us. Please note that the Association’s privacy notice does not apply to information or data collected by these third party providers and we advise you to read their own individual privacy policies

    Links to other websites

    Our website markfieldcommunitycentre.com may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

    In addition, if you are linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

    16 or Under

    We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

    Our Children and Young People Safe Guarding Policy and Procedures contains guidelines on how we will collect and use information relating to those under the age of 16 years including the use of photography and video recordings.

    Transferring your information outside of Europe

    It is extremely unlikely that, as part of the services we provide at the Community Centre, information/data will be transferred to countries outside the European Union (“EU”). If this does occur we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.

    The accuracy of your information is important to us.

    To help us maintain accuracy could you inform us if you change email address, or inform us if any other information we hold is inaccurate or out of date.

    Please email us by email to markfieldcommunitycentre@hotmail.co.uk or by writing to Markfield Community and Sports Centre, Mayflower Close, Markfield, Leicestershire, LE67 9ST alternatively you can telephone 01530 242240

    How you can access and update your information

    Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.

    YOUR RIGHTS

    Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.

    These are as follows:

  • Where our use of your data requires consent, you may withdraw this consent at any time.

  • Where we rely on our legitimate interest to process data, you may ask us to stop doing so.

  • You can access by making a ‘subject access request’ to us by email to markfieldcommunitycentre@hotmail.co.uk or in writing to Markfield Community Association, Markfield Community and Sports Centre, Mayflower Close, Markfield, LE67 9ST

  • As a data subject you have a right to have information removed.

  • You may request a copy of the data we hold about you. This must be made in writing and addressed to Markfield Community Association

  • As a data subject you have a right to make a complaint this should be made in writing and will be dealt with according to the Association’s complaints and discipline policy and procedure.

  • You may change or stop the way in which we communicate with you or process data about you. We will always endeavour to comply with such a request, however, there may be circumstances where information is not disclosed to you for example the information or data is to be used as evidence in a court of law. You will be notified of the reason to withhold this information

  • If you are not satisfied with the way we have processed your data then you can complain to the Office of the Information Commissioner.

  • Review of this Policy

    We keep this Policy under regular review. This Policy was last updated in May 2018.

    Contacting us

    If you have any questions about this privacy notice, about the way in which we process your data, or if you wish to change the way we use your data, including how we communicate with you then please contact us by:email to markfieldcommunitycentre@hotmail.co.uk or by writing to Markfield Community and Sports Centre, Mayflower Close, Markfield, Leicestershire, LE67 9ST alternatively by telephone on 01530 242240

 

 
 
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