Privacy Notices
The pages in this section detail how Elsea Park Community Trust (The Trust) handle and use any Personal Information that we may hold on you.
That information (if any) will vary according to the relationship between you and The Trust, and you can select the appropriate tab to your left (or use the links below) to see what Personal Information we may hold on you, and the rights you have with respect to your Personal Information.
PRIVACY NOTICE – OWNER MEMBERS
1. Introduction
1.1 This privacy policy details Elsea Park Community Trust’s (The Trust’s) commitment to Owner Members and explains how we handle your Personal Information.
1.2 The policy applies to all our interactions with you and provides the assurance that when dealing with The Trust your personal information will be protected and used only in accordance with the policy outlined here.
YOUR PERSONAL INFORMATION
2. What Information do we collect about you?
The personal information that we hold on members is very limited. It usually comprises of:
- The name(s) of the owners of a property on Elsea Park
- The postal address of the property (and sometimes the Plot Number)
- Your correspondence address (if it is different from the postal address of the property)
- Other contact details including your email address and telephone number(s) if you have provided them to us.
3. What about sensitive information?
3.1 This term usually covers such things as age, gender, racial or ethnic origin and similar delicate subjects. As a rule, we neither seek nor require such information, and consequently don’t hold it. If we do ever require it, we will ask for your EXPLICIT consent.
4. Where do we obtain the information?
4.1 In most cases, the personal information we hold on you is provided by yourself or the solicitor acting on your behalf when you initially purchase a property here.
4.2 The information is drawn directly from the Application for Membership and the Deed of Covenant that purchasers sign when they buy a property on Elsea Park.
4.3 If you have contacted us in the past by email or letter then we may still hold hard copies of the letter on your file or soft copies on our email systems.
5. Why do we need to collect and process the information?
5.1 The Trust has a legal and contractual obligation to own, manage, and maintain the public realm within the boundary of the Elsea Park development. As Owner Members you have a legal and contractual obligation to pay the Annual Charge to fund the operations of The Trust.
These obligations constitute the lawful basis on which we obtain and process your personal data.
OUR USE OF YOUR INFORMATION
6. How do we use your personal information?
6.1 We use the information we hold on you to communicate with you on matters relating to your membership of The Trust and to administer your account.
6.2 If you have given us permission to do so, we may use your contact details to advise you of events and activities that are organised by The Trust. You can withdraw this consent at any time.
DISCLOSING YOUR INFORMATION TO THIRD PARTIES
7. Keeping your information secure.
7.1 Your privacy is important to us and we know that the protection of your personal data is a serious matter. We will ensure that we have the necessary physical, electronic, and procedural systems in place to protect the confidentiality, integrity, and availability of the information that we hold.
8. With whom do we share your information?
8.1 We do not share your personal information with anyone unless:
- We are requested to do so by the police or other government agency as required by law or if we feel that such disclosure may help to detect or address crime, antisocial behaviour, or protect the personal safety of a resident.
- You pay your account by Direct Debit, in which case we share the following information with our Direct Debit Collection Agency. Note that we are the Data Owner; the agency acts as the Data Processor:
- The address of the property and a unique reference number
- The name, sort code, and account number of the payee
- The amount to be collected
- The transaction history
YOUR RIGHTS
9. You have a number of rights regarding your personal information.
9.1 You can request a copy of the personal information that we hold on you at any time.
9.2 If you feel at any time that the information we hold on you is incorrect, or if it should change, we urge you to contact us at the earliest opportunity so that we can update our records thereby improving the service that we provide to you.
9.3 The “right to be forgotten” when you sell your home. We do, however, have a legal obligation to retain financial records for seven years.
9.4 To be informed promptly of any serious breach of the confidentiality of your data.
HOW CAN YOU CONTACT US REGARDING PRIVACY ISSUES?
You can contact our Data Controller (The Community Trust Manager) with any privacy concerns you may have or to comment or complain about the procedures we use to protect your privacy by either:
Emailing us at: hello@elseapark.co.uk
Writing to us at:
Elsea Park Community Trust, 1 Sandown Drive, Bourne, PE10 0US
Telephone: 01778 423062
You also have the right to complain directly to the Information Commissioner’s Office (ICO), the UK authority for data protection. You can contact the ICO by:
Email at: casework@ico.org.uk
In writing to:
ICO, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Telephone: 0303 123 1113
We would, however, really appreciate being given the chance to address any concerns you may have in the first instance.
PNWOM02 – 20200313
PRIVACY NOTICE – CENTRE HIRERS
1. Introduction
1.1 This privacy policy details Elsea Park Community Trust’s (The Trust’s) commitment to hirers of The Centre @ Elsea Park, 1 Sandown Drive, Bourne, PE10 0US.
1.2 The Centre is owned and managed by The Trust, and this policy applies to all our interactions with hirers and provides the assurance that when dealing with The Trust, hirers personal information will be protected and used only in accordance with this policy.
YOUR PERSONAL INFORMATION
2. What Information do we collect about you?
The personal information that we hold on hirers is usually limited to their name, postal address, email address, and telephone numbers(s).
3. What about sensitive information?
3.1 This term covers such things as age, gender, racial or ethnic origin and similar delicate subjects. We don’t need it, so we don’t ask you for it.
4. Where do we obtain the information?
4.1 The personal information we hold on hirers is usually provided by the hirer themselves or, occasionally, by somebody acting on their behalf.
4.2 Personal information is often passed to us over the telephone or via email prior to being provided in writing in the Hire Agreement should the hire proceed.
4.3 If you have contacted us in the past by email with an enquiry or have completed a Hire Agreement we may still hold a soft copy on our email server or a hard copy of the Hire Agreement on file.
5. Why do we need to collect and process the information?
5.1 The Trust needs your personal information to manage enquiries and bookings.
5.2 Prior to you completing any Hire Agreement the lawful basis for our processing your personal data is to serve our shared and legitimate interests.
5.3 Should you proceed with the hire, the Hire Agreement you complete establishes a contract between The Trust and yourself; this contract then becomes the lawful basis under which we process your personal information.
OUR USE OF YOUR INFORMATION
6. How do we use your personal information?
6.1 We use the information we hold on you to communicate with you on matters relating to your hire and to fulfil the contract if the hire proceeds. We do not use it for any other reason.
DISCLOSING YOUR INFORMATION TO THIRD PARTIES
7. Keeping your information secure.
7.1 Your privacy is important to us and we know that the protection of your personal data is a serious matter. We will ensure that we have the necessary physical, electronic, and procedural systems in place to protect the confidentiality, integrity, and availability of the information that we hold.
8. With whom do we share your information?
8.1 We do not share your personal information with anyone unless we are requested to do so by the police or other government agency as required by law or if we feel that such disclosure may help to detect or address crime, antisocial behaviour, or protect the personal safety of an individual.
YOUR RIGHTS
9. You have a number of rights regarding your personal information.
9.1 You can request a copy of the personal information that we hold on you at any time.
9.2 If you feel at any time that the information we hold on you is incorrect, or if it should change, we urge you to contact us at the earliest opportunity so that we can update our records thereby improving the service that we provide to you.
9.3 The “right to be forgotten”. We do, however, have a legal obligation to retain financial records for seven years, and may need to hold it for longer if required to do so by our insurers.
9.4 To be informed promptly of any serious breach of the confidentiality of your data.
HOW CAN YOU CONTACT US REGARDING PRIVACY ISSUES?
You can contact our Data Controller (The Community Trust Manager) with any privacy concerns you may have or to comment or complain about the procedures we use to protect your privacy by either:
Emailing us at: Hello@elseapark.co.uk
Writing to us at:
Elsea Park Community Trust, 1 Sandown Drive, Bourne, PE10 0US
Telephone: 01778 423062
You also have the right to complain directly to the Information Commissioner’s Office (ICO), the UK authority for data protection. You can contact the ICO by:
Email at: casework@ico.org.uk
In writing to:
ICO, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Telephone: 0303 123 1113
We would, however, really appreciate being given the chance to address any concerns you may have in the first instance.
PNWCHO1 – 20180525
PRIVACY NOTICE – CENTRE USERS
Elsea Park Community Trust do not process any personal information belonging to users of The Centre; however, organisations or clubs that hire space at The Centre may do so, in which case they are the Data Controller.
Please contact the organiser of your activity or club if you have any concerns about the protection of the personal information that they may hold on you.