The type of personal information we collect

We currently collect and process the following information:

Personal identifiers, contacts and characteristics (for example, name and contact details including email addresses and mobile phone numbers)
Business details including company details, certificates and insurances, contact details and financial information relating to tenancy agreements
Community group contact details and financial information in relation to the small grant schemes

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

To contact you in relation to your use of and/or interest in the hire of space and/or participation in activities delivered at/by the ACT
To contact you in relation to your use of and/or interest in your tenancy with the ACT
To be able to manage our business tenants effectively
To be able to process any applications your community groups may make to one of our grant schemes

From time to time we may also receive personal information indirectly, from the following sources or in the following scenarios:

In relation to hire use and/or tenancy use
In relation to supporting any investigation of and/or prevention of criminal activity that may have involved our premises and/or sites
Through collaborations on community projects undertaken with our Community Partners and for the benefit of the local community

We will only use the information that you have given us to specifically meet the business requirements of ACT and/or the data sharer and we will not keep, store or otherwise use the information for any other purpose unless we have specified this when asking for the information.

We may share this information with law enforcement, if asked, in order to assist them in the investigation and/or solving of crimes.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting info@aylesham.org.uk

(b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

(c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).

How we store your personal information

Your information is securely stored either in locked files and/or in digital files.

We keep information for only as long as required. We will then dispose your information securely using specialist confidential waste services. Please contact us if you would like to know more about our retention and GDPR policies.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@aylesham.org.uk

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at info@aylesham.org.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline number: 0303 123 1113. ICO website: https://www.ico.org.uk