Who we are
Rhys Jones Community Centre CIC is a community interest company registered in England and Wales. Company Registration Number 10523657.
You can contact us in writing at Rhys Jones Community Centre, 3 Langley Close, Croxteth Park, Liverpool L12 0NB
Our website address is: https://rhysjonescommunitycentre.org.uk.
What personal data we collect and why we collect it
At the Community Centre
Everyone who uses the Centre is required to sign in (name, the first part of postcode and vehicle registration if parked in our carpark). We ask for this information for several reasons:
(a) to help us meet our legal obligations in the event of an emergency;
(b) for our public liability insurance;
(c) to feed anonymous statistical data back to our funding providers to show Centre use and outcomes.
We subsidise every single session that takes place at the Centre, the majority of pitch use for youth groups and all classes. On applying for funding, we need to show Centre projected usage and feedback outcomes. We can only do this if we know the number of people using each service. Individual information is never passed on to our funders, we use only statistical data.
Parents or guardians are also requested to complete a session registration form for young people. We ask for their name, date of birth, postcode, for you to inform us of any health or special needs requirements, and for your consent to use any photographs in our marketing materials including website and social media.
Again, we ask this for several reasons:
(a) to help us meet our legal obligations for safeguarding and acting in the best interest of young people;
(b) to feed anonymous statistical data back to our funding providers to show outcomes;
(c) to ask your consent to use images of young people under your care.
A feedback form is completed by the lead session facilitator. This includes the number of young people involved, learning outcomes expected and achieved and staff/volunteers involved. We collect this information to:
(a) ensure the services we offer are fit for purpose (legitimate business interest);
(b) to feed anonymous statistical data back to our funding providers to show outcomes.
Staff and Volunteer Application Forms
All staff and volunteers are appointed via an application process. We ask you for your name, address, date of birth, National Insurance number, bank details, health information, criminal background checks, relevant experience and past workplaces and referees.
We collect this information to:
(a) meet our legal obligations in safeguarding young people in our Centre;
(b) meet our legal obligations in providing a safe place to work;
(c) ensure our business runs smoothly with the hiring of staff/volunteers suited to the role.
We will ask for references from your assigned referees and check your details with the DBS Update Service.
In the event of an accident or injury at the Centre
You or your representitive will be asked to complete the accident book which includes your name, address and details of any injury and first aid treatment. We collect this information to meet our legal obligations.
We record CCTV around the building. We collect this information to protect our Community Centre and pitches, prevent crime and to use in evidence of a crime if commited around our building or on the pitches.
Live CCTV footage is only viewable in the main office, which is kept locked when not in use.
Comments on our website
When you leave a comment on the website we collect the data shown in the comments form, and also your IP address and browser user agent string to help spam detection.
By default, we have comments switched OFF, so in most cases, you will not be able to leave a comment on our website.
If you have given us permission to use your photographs on our website, we will remove any EXIF/location meta data before uploading.
(f) Facebook pixel – allows us to personalise ads on Facebook and ad partner platforms on the rare occassions we run paid ads.
Embedded content from other websites
Our website includes embedded content (e.g. maps, videos, images, articles, posts etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
We embed content from:
(b) Youtube – Youtube’s privacy guidelines https://support.google.com/youtube/answer/7671399?p=privacy_guidelines
(c) Facebook – Facebooks data policy https://www.facebook.com/about/privacy/update
We use Google Analytics to monitor our website usage. IP address data is anonymised. In this instance, Google is our Data Processor and data is stored for 14 months.
You can sign up to our newsletter using just your email address. You can unsubscribe at any time by clicking the link at the bottom of each newsletter.
Who we share your data with
We use anonymous statistical data of session and Centre usage to feedback to our funding providers. This ananymous data may also be used in newsletters, reports and articles shared on a website, social media and other media.
We use Google Analyitics to collect information and monitor how our website is being used. This will include IP address information but not individually identifiable IP addresses.
We use the Facebook pixel to help target our advertisements (when used) on Facebook, Instagram and Facebook ad partners. Facebook Inc. is certified under the Privacy Shield framework.
Session registration forms, consent forms, feedback forms, volunteer and staff application forms, accident forms and other paper documentation are processed and viewed only by the directors and appropriate administration staff at Rhys Jones Community Centre CIC.
On reviewing your application to volunteer or work at Rhys Jones Community Centre CIC we ask for references from your assigned referees and check your details with the DBS Update Service.
How long we retain your data
At the Community Centre
Signing in forms are shredded after 12 months.
Session registration and feedback forms
Session registration and all associated documentation are kept for 3 years.
Staff and volunteer application forms
We will keep application forms, associated references and DBS Updates for a period of 7 years after you leave volunteering/employment.
Accident forms will be kept for 10 years
CCTV footage is over-written after 7 days. If footage is passed to the police or other legal entity, they will become the data controller forthat footage.
Comments and website registration
Comments and website registration are switched OFF. If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.
Google Analytics is set to store IP data for 14 months
We will delete unsubscribed email addresses every 6 months.
What rights you have over your data
You can request a copy of any personal data we hold about you.
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us.
If you have provided your email address to sign up to our newsletter, you can request to unsubscribe at any time. A link to unsubscribe is at the end of every newsletter.
You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Data protection laws are complex. You can find out more about your data rights at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights
Who to contact about your data
For the purposes of the Data Protection Act 2018, Rhys Jones Community Centre CIC act as both a data controller and data processor. We are registered with The Information Commisioner’s Office.
If you have questions about personal data we hold or to request a copy of data we hold about you, please contact:
Funding and Compliance / Financial Director
Rhys Jones Community Centre
3 Langley Close