Data Protection

Personal Data Protection Policy


1.   Your Personal Data – What is It?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the GDPR).

2.  Who Are We?

The Abbey Community Association, is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

3. How do we Process your Personal Data?

The Abbey Community Association complies with its obligations under the General Data Protection Regulations by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes:

  • ·       For the administration of hires and of membership.
  • ·       For the mandatory reporting of accidents.
  • ·       For Charity operations in line with the Constitution and adopted rules and policies.
  • ·       To promote the Charitable aims of the Association
  • ·       To maintain our own accounts and records.

4.  What is the Legal Basis for Processing your Personal Data?

  • ·       The Abbey Community Association processes your personal data to meet its obligations outlined in its Constitution.
  • ·       Processing is necessary for carrying out hire and payment handling, membership details, producing minutes, accident reports and payment records.
  • ·       There is no disclosure to a third party without specific consent.

5.  Sharing your Personal Data

Your personal data will be treated as strictly confidential and will only be shared with other members of the Association in order to carry out the purposes of the Association.   We will not share your data with third parties outside of the Association, except as directed by statute and by the Charity Commissioners for England and Wales.

6.  How Long do we Keep your Personal Data?

We retain data as follows:

  • ·       Indefinitely for minutes of meetings and Annual General Meetings.
  • ·       Seven years for all hire agreements, contract correspondence, invoices, bank statements and year end accounts.
  • ·       Three years for routine correspondence.
  • ·       Contact details of Trustees – whilst Trustees as directed by statute and by the Charity Commissioners for England and Wales.

7.  Your Rights and your Personal Data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

  • ·       The right to request a copy of your personal data which the Association holds about you.
  • ·       The right to request that the Association corrects any personal data if it is found to be inaccurate or out of date.
  • ·       The right to request your personal data is erased where it is no longer necessary to retain such data.
  • ·       The right to withdraw your consent to the processing at any time.
  • ·       The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability).
  • ·       The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.
  • ·       The right to object to the processing of personal data.
  • ·       The right to lodge a complaint with the Information Commissioners Office.

8.  Further Processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Policy, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

9.  Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact Jenny Lucas at or telephone 09135 426842.

You can contact the Information Commissioners Office on 0303 123 1113 or via email’bal/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 SAF.

Peter Seib (Chair),
31 Mar 2019, 05:38