Privacy Policy
Introduction
We need to collect and use certain personal information in order to carry on our work of managing The George Community Pub. However, we are committed to protecting the rights and privacy of individuals. This statement sets out what information we collect and why, how we use, store and protect it, and what data protection rights you have. It should be read alongside our Data Protection Policy.
Our contact details:
The George Community Pub, High Street Wickham Market Suffolk IP13 0SD www.thegeorgecommunitypub.co.uk
Any questions regarding your personal data please contact: info@thegeorgecommunitypub.co.uk
The information we collect and how we use it
The information we collect and process falls into the following headings:
Activity Space -Room Bookings This is name and contact details (postal & email addresses, telephone numbers) as supplied by the prospective hirer via the booking enquiry or booking form. Details of event/reasons for hire etc will also be collected. The information will be used to manage any booking and maintain contact with prospective hirers.
The lawful basis for processing this data is that we are entering into a Contract with the hirer of the facilities they wish to book.
Public Events group meetings, fundraisers, arts and music, fitness – This will include name of group, club or organisation and purpose/activities covered and will be provided by groups and clubs who may wish for The George Community Pub to ‘market’ their activities via our website or newsletters etc. NB Details of private events will not be displayed.
The lawful basis for processing this data is consent.
General Enquiries - Contact details name, email, telephone, and nature of enquiry will be supplied by enquirer via on-line form etc. This information will be used to communicate with enquirer.
The lawful basis for processing this data is consent.
Table bookings –name and contact information as supplied to manage the bar and restaurant functions
The lawful basis for processing this data is consent
Community Shares
Applicants for shares in The George Community Pub will provide name and address, email and telephone numbers. These details will be collected and processed only for the effective administration of the Society, including communicating with members.
The lawful basis for processing this data is consent.
200 Club - Applicants for participation in the monthly draw will provide name and contact details (address, email and telephone numbers). These details will be collected and processed only for the effective administration of this fundraiser, including communicating with members.
The lawful basis for processing this data is consent.
The George Newsletter This will be name and email details only. It will be provided by individuals who have consented to be on the distribution list. The information will be used as the basis for keeping in touch with The George Community Pub users and supporters.
The lawful basis for processing this data is consent.
Bank Details - This will be name & number of account, and sort code number. This information will only be collected and used with explicit consent for the direct payment from The George Community Pub’s bank account of bills (against invoices), refunds (against receipts) or prize monies (eg 200 club monthly draws).
The lawful basis for processing this data is consent and to enable us to complete a legal obligation.
Supplier Data This includes name, address, telephone number and email address as provided by the supplier or as obtained from publicly available sources. The information is used to help communicate with appropriate suppliers for the purchase of good or services.
The lawful basis for processing this data is that we may be preparing to enter into a contract for the purchase of those goods and services.
Management Committee -This will include name, address, email, telephone numbers, and date of birth. We are required to hold this information for audit and legal compliance purposes. We also need to maintain effective communication with the Management Committee.
The lawful basis for processing this information is consent and legal compliance.
Staff and Volunteers - This will include name and contact information, bank details for payment of salary and expenses. Records to be maintained in compliance with HR policy and procedures
The lawful basis for processing this information is consent and legal compliance.
Disclosure of Data
We may share your personal information with:
The George IT service and infrastructure providers that we use as part of our IT storage solutions
Any other third-party entities who perform functions on our behalf and who also provide services to us i.e. website developer
Any other third parties as required by law or for the purposes of crime (including fraud), to prevent or investigate breaches of, or to enforce our Terms, to respond to or investigate security vulnerabilities, or to respond to emergencies, and to protect the rights of third parties.
Any third parties with which we share your personal information have entered into a legally binding data sharing agreement with us and comply with similar and no less stringent undertakings of privacy and confidentiality to those set out in this Privacy Policy.
How we store/secure personal data
Electronic data (eg Booking requests, email lists) is stored and accessed using password protected computers/devices.
Paper based data is held in files by the Management Committee member responsible for the processing of that particular data. The data is kept in locked premises.
Email addresses collected and stored in a distribution list are sent using software such as Mailchimp or by Email using blind copy(BCC). All email accounts are password protected and our web and cloud storage providers have very strict data protection policies and highly secure IT hardware and infrastructure.
How long do we retain your data
All data collected for the purposes of running and managing The George Community Pub, including bookings, finances, events, staff employment and fundraising activities, may be retained for up to 7 years for accounts purposes and for longer where required by The George Community Pub insurers or a funder.
For users who sign up for the newsletter, we will retain your information for this purpose for as long as you subscribe and thereafter for a period of 2 years. You can unsubscribe at any time by clicking the link at the end of any newsletter.
Website User Data
We use cookies to help us to analyse the use and performance of our website and services. Our service provider uses Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://www.google.com/policies/privacy/. Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
What rights you have over your data
You have a number of very important rights in respect of your personal data. These include:
The right to be informed about what data is collected and how it is used, stored, etc. - this Privacy Notice is itself a key part in that.
The right to ask us to remove your personal data from our records (unless it is necessary for us to continue to use the data for a lawful reason).
The right to have inaccurate data rectified.
The right to request a copy of the information we hold about you.
There is more information about your rights at the Information Commissioner’s Office A guide to individual rights | ICO
How will you know if we amend this Privacy Policy?
We may need to make changes to this Privacy Policy at any time. If we make any material change to how we collect, use or share your personal information, we will update this Privacy Policy and inform you of these changes by posting prominent notices of the key changes on our website.