The type of personal information we collect
We currently collect and process the following information:
- Name and contact details (postal address, phone numbers and email address) of our friends, donors, volunteers, staff, business sponsors, visitor giving partners, beach hut renters and suppliers
- Customer name, address, email and payment details (shop and e-shop)
- Employee data including bank details
- CVs, references and other HR related documents pertaining to employees and volunteers, including emergency contact names and numbers, Non-Disclosure Agreements, Disclose and Barring Service certificates and contracts
- Model release forms for use of images for marketing purposes
- Confidential paperwork relating to the work of the trustees
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- Online membership forms (and previously hard copy forms)
- Volunteer applications (online and in hard copy)
- Business sponsors and visitor giving partner agreements
- Beach hut renters
- Shop orders (shop, e-shop and over the phone)
- Supplier payments
- Donations received and Gift Aid tax claims where appropriate
- Employment of staff
We use the information that you have given us in order to:
- Record e-shop orders, payment information and delivery details
- Record your friend subscription and manage our relationship with you
- Record volunteering suitability and arrangements
- Record donations received and claim Gift Aid tax where appropriate
- Record and manage beach hut rentals
- Record business sponsors and visitor giving partners to manage our relationship with you and also to advertise your services
- Record and manage your employment with us
- Pay our suppliers
We may share this information with HMRC, where required, e.g. Gift Aid tax claims and employee tax payments.
Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting Josie Dean, Membership Manager – membership@budeseapool.org
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a legitimate interest.
How we store your personal information
Your information is securely stored electronically.
We keep your data as follows:
- Friends’ subscription records – 6 years after termination of subscription
- Invoices and supplier details – 6 years
- Payroll / PAYE records – 10 years after termination of employment
- All other data – 6 years after termination of relationship
We will then dispose your information by deleting your data from our electronic systems and shredding any information we may hold in paper format.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
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, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at membership@budeseapool.org, Friends of Bude Sea Pool, Summerleaze Car Park, Bude EX23 8HJ or on 01288 488118 if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at Friends of Bude Sea Pool, Summerleaze Car Park, Bude EX23 8HJ for the attention of the Chairman of the Trustees.
You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data. The easiest way to do this is online at:
https://ico.org.uk/make-a-complaint/data-protection-complaints/data-protection-complaints
ICO website: https://www.ico.org.uk
Our contact details
Name: Josie Dean
Address: Summerleaze Car Park, Bude EX23 8HJ
Phone Number: 01288 488118
E-mail: membership@budeseapool.org
Website: www.budeseapool.org