The Stones Community Trust (Charity) trading as Stones In The Community (“we”, “our”, “us”) take your privacy very seriously.

This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.

What personal data we hold on you

Personal data means any information about an individual from which that individual can be identified. We collect, use, store and transfer some personal data of our Participants (and their parents or guardians) and Volunteers. You provide information about yourself when you register with the Charity and by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, and the contact details of a third party in the case of emergency. We may also ask for relevant health information, which is classed as special category personal data for the purposes of your health, wellbeing, welfare and safeguarding. Where we hold this data, it will be with the explicit consent of the Participant or Volunteers, if applicable, the Participant’s parent or guardian. Where we need to collect personal data to fulfil Charity responsibilities and you do not provide that data, we may not be able honour or administer your enrolment.

Why we need your personal data

We will only use personal data for any purpose for which it has been specifically provided.

The reason we need Participants’ or Volunteers personal data is to be able to run our Charity and administer events and provide the services you are signing up to when you register with the Charity. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a Participant to provide the services you are registering for.

We have set out below a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Who we share your personal data with

When you become a Participant or Volunteer, your information, may be passed to our Grant funding agencies for support for our funding. We do not share your personal data with any selected third parties, suppliers and sub-contractors. We may however disclose your personal information to third parties to comply with any legal obligation; or to protect the rights, property, or safety of our Participants or others.

The Charity’s data processing may require your personal data to be transferred outside of the UK. Where the Club does transfer your personal data overseas, it is with the sufficient appropriate safeguards in place to ensure the security of that personal data.

Communications

From time to time, we will contact our Participants and Volunteers. Communications will include but not be limited to renewal notifications etc.

Communications will mainly be by email but could also include telephone.

For Participants and Volunteers, we may set-up private messaging groups, exclusively for individual events, to communicate information. Protection of your personal data

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

How long we hold your personal data

We keep personal data on our Participants and Volunteers whilst they continue to be a Participant or Volunteer or are otherwise actively involved with the Charity. We will delete this data after a Participant or Volunteer has left or otherwise ended their involvement or sooner if specifically requested and we are able to do so.

We may need to retain some personal data for longer for legal or regulatory purposes.

Your rights regarding your personal data

As a data subject, you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject you are not obliged to share your personal data with the Charity. If you choose not to share your personal data with us, we may not be able to register or administer your involvement.

We may update this Privacy Notice from time to time.

If you have any questions about this Privacy Notice and/or the data the Charity holds on you, please contact:

Mike Littleboy, Chair Of Trustees
The Stones Community Trust
mike.littleboy@stonesinthecommunity.org
March 2024