Privacy

Community Leisure UK – Privacy Notice

1st July 2024

Community Leisure UK is committed to protecting and respecting your privacy. This policy (together with any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

Information we may collect from you.

We may collect personal information from you in the following ways:

• When you fill out an application form and contact form upon joining Community Leisure UK;
• When you contact Community Leisure UK to request to join a mailing list, or Special Interest Group Network;
• When you make a phone call or send an e-mail to seek information about our services;
• When you respond to a request for feedback or seek involvement in an area of Community Leisure UK’s work;
• Through recruitment and employment processes;
• When you complete a Members’ Survey;
• When you register your attendance at a relevant event, meeting or workshop.
• When you enter into a sponsorship/partnership agreement with Community Leisure UK;
• Through our use of the Cookies on our website (please see the Cookies section below);
• Through your contacting us with enquiries and comments through the ‘contact us’ section of the website.
• Through signing up to our Newsletter via our website.

If you take one the steps mentioned above, we may collect and process personal information about you such as:

• Your name, company address, company email address and other contact information;
• Details of your visit to the Community Leisure UK website;
• Multimedia files such as photographs and video footage.

We never buy personal data from third parties or share or trade data with other organisations.

Where we store your personal data

The personal data Community Leisure UK collects is kept on a database stored on GDPR compliant servers. Data held is encrypted, appropriately secured and can only be accessed by Community Leisure UK employees. Member email addresses are also held on a separate platform which is encrypted, secured and used in a GDPR compliant manner. Newsletter sign up details are stored and encrypted on secure servers

Passwords and login information are never shared with external partners or third party organisations.

How we use your personal data

Our use of your Personal Data will always have a lawful basis, either because it is necessary for the performance of a contract with you, because it is in our legitimate interests, or because it is necessary to comply with the law.

Specifically, we may use your data for the following purposes:

• Providing Community Leisure UK’s core services in accordance with your membership of the association, such as notices of events, company business and educational workshops;
• Providing information about Community Leisure UK General and Regional Meetings;
• Inclusion of attendee names in company meeting minutes;
• To generate invoices for member subscriptions and attendance at meetings/events;
• Informing members about changes to company administration and election notices;
• Informing you about relevant industry news and policy updates;
• Replying to enquiries and emails from you.

How long we keep your information

We retain the personal data processed by us in a live environment for as long as is considered necessary for the purpose(s) for which it was collected (including as required by applicable law or regulation).

In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it.

Disclosure of your information

There are some organisations with who we work where we must share your personal details to provide the goods and services you require. Where your personal data must be shared for us to provide you with a service, then we make sure that our partners have the right controls in place to use your information responsibly and under our control. Categories of partners who may see your information include: financial controllers, HR and Payroll providers, and external recruitment agencies.

Community Leisure UK never sells personal data to third parties for any purpose, and we do not collect or compile personal data for dissemination to third parties for marketing purposes.

Your Rights

Subject access

Under GDPR all individuals are entitled to be told what personal data an organisation holds about them, and to receive copies of that information, free of charge, within one month.

Rectification and erasure

If you believe that Community Leisure UK is holding inaccurate information about you, you are entitled to ask us to rectify that data. In addition, if you believe that Community Leisure UK no longer has a lawful basis to use your personal data, you can ask us to delete it.

The right to rectification and erasure is not absolute, but we will consider any requests carefully and comply with such requests where it is appropriate for us to do so.

If you wish to exercise any of the above rights, please contact Community Leisure UK’s Data Compliance lead at [email protected].

Third-party services

Privacy notice regarding use of Microsoft Teams

If you turn on cookies that measure website use we may use the following services on this website:

• Google Analytics to collect information about how you use our website, to help us make it better. For more information about how these services process your data, see Google Analytics privacy policy
• Microsoft Clarity to capture how you use and interact with our website through behavioural metrics, heatmaps, and session replay to improve and market our products/services. Website usage data is captured using first and third-party cookies and other tracking technologies to determine the popularity of products/services and online activity. Additionally, we use this information for site optimization, fraud/security purposes. For more information about how Microsoft collects and uses your data, visit the Microsoft Privacy Statement.

Cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Changes to Community Leisure UK’s privacy policy:

This privacy policy was last updated on 1st July 2024. Community Leisure UK reserves the right to vary this privacy policy from time to time. Such variations become effective on posting on this website. Your subsequent use of this website or submission of personal information to will be deemed to signify your acceptance to the variations.

Contact:

Questions, comments and requests regarding this privacy policy should be addressed to [email protected].

We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to [email protected]. We will look into and respond to any complaints we receive.

You also have the right to lodge a complaint with the UK data protection regulator, the Information Commissioner’s Office. For further information on your rights and how to complain to the ICO, please refer to the ICO website https://ico.org.uk/concerns