Data Protection Policy
The Inverclyde Shed is a volunteer-run facility that enables people to come together around practical projects if they choose. It is a social facility with a practical bias.
Why your data is collected
We maintain a database which contains necessary minimum personal data as collected during membership application and during the course of our activities including for Health & Safety purposes. We will use all reasonable care to keep this data up to date and secure.This Data Protection Policy explains how we collect, store, manage and protect your data. It outlines the types of data that we hold and how we use this information to carry out the activities of the Inverclyde Shed. We aim to be clear when we collect your personal information, and not to do anything you wouldn’t reasonably expect.
The legal basis for holding your data is your Consent for us to hold this data. We need this data to be able to fulfil our obligations under our Constitution, for the Office of Scottish Charity Regulator (OSCR) requirements, and where applicable to ensure the Health and Safety of you and other members when engaged with activities or presence in the Inverclyde Shed. If you do not provide your consent for us to hold this minimum necessary data, we may be unable to admit or retain you as a member and may therefore restrict you access to the Inverclyde Shed. This policy deals with the data obtained via Inverclyde Shed membership interaction. There is also a specific section below regarding your use of our web sites and social media.
How your data is collected
Data is typically collected through the Inverclyde Shed application forms. Further data may be collected as necessary for further activities for example for Health & Safety reasons when managing our Workshop and Premises.
What information do we collect about you?
As part of management of The Inverclyde Shed, we store and process personal information relating to our members. We have reviewed our responsibilities under the General Data Protection Regulation (Regulation (EU) 2016/679) and take our responsibilities under this regulation seriously; the personal information we obtain is held, used, transferred and processed in accordance with this regulation. The information we store may include:
· Name and title
· Postal address, email address, phone number(s)
· Emergency Contact
· Medical conditions: heart, dementia, stroke, diabetes etc
· Hobbies and/or interests and/or skills
· Contact preferences: mail, email, telephone
· Necessary and relevant information (only) that may become necessary to meet Health and Safety requirements associated with operating our Premises including our Workshop, which includes hazardous machinery, tools and materials.
We will minimise the data held and processed to that necessary only for management of The Inverclyde Shed
We aim to keep your details up to date and will occasionally conduct surveys to check the contact details we have for you are correct, updating them where appropriate.
How we use your data
Upon receiving your consent to use your personal data, it will be used and processed by The Inverclyde Shed for a range of activities including (but not exclusively):
· Administrative requirements
· Notification of meetings
· Sharing information regarding our activities
· Retaining information related to HSE requirements in our workshop and premises. A copy of this information will be held in the workshop in paper form for use in an emergency such as injury; this will be kept locked with access only by the authorised key holder.
· Requests to complete surveys
In order to fulfil certain of these purposes, communications may be sent by post or email.
Retention of your Data
In consenting to share your Data, you are giving permission for us to retain your Data for as long as is necessary for the purposes set out above, but certain Data may subsequently be retained for recording or auditing purposes or as required by law, our constitution or The Office of the Scottish Charity Regulator. When any Data reaches the end of its retention period it is destroyed securely.
Protecting your data
You are obliged to share necessary minimum membership data with us in order to allow us to fulfil our responsibilities under our Constitution and OSCR requirements and for any HSE purposes as referred to above. If you wish to terminate our processing of data, we will observe this wish but it is possible this will mean we will require you to resign membership of The Inverclyde Shed. We undertake not to record or use your data in any way which will cause damage or distress. We will use your details until you tell us you resign as a member of The Inverclyde Shed. We will always try to ensure that the data we hold for you is up to date, reasonable and not excessive.
You have the right to:
· Request a copy of the information we hold about you, free of charge and for your own purposes, provided in a commonly used and readable form, within one month of submitting your request to a board member
· Request amendments to the information we hold about you
· Change your communication preferences at any time
· Withdraw consent, object to the processing of your information, request that we erase your personal information from our records or restrict the processing of your data at any time; as stated, this may require you to resign as a member of The Inverclyde Shed
· Lodge a complaint with the Responsible Person, escalated if required to the BMS Chairman, or the ICO
You are encouraged to make sure that your own data is accurate by communicating your updated details to us or by returning any update forms we may issue to you
Communication with Us / Access Requests
This Policy is made available on The Inverclyde Shed web site at: www.inverclydeshed.co.uk
If you are unable to access this and require a paper copy, please request it.
If you have any questions about this privacy statement, or would like to receive a copy of the information we hold about you, please contact us at: www.inverclydeshed.co.uk
ICO Registration Exemption
As a not-for-profit organisation which only processes data for the purposes of managing membership information we are exempt from registration. Refer to https://ico.org.uk/for-organisations/register/self-assessment
Children and International requirements
The Inverclyde Shed do not hold data on Children nor do we have any International connections or business.
Our web site is viewable from abroad and we have no control over how information on the web site may be used, however, we do not post personal information (other than names of Trustees & Board members) or if necessary will only post any such information with your express consent.
Our Web sites / Cookies
Our website is hosted by Wicked Spider