Privacy Policy for Dartington Recreation Association (DRA)
This Privacy Policy describes how the Dartington Recreation Association (DRA) collects, uses, and shares personal information when you use our services, including when you visit our website meadowbrookdartington.org and the community center.
The DRA is committed to protecting your privacy and ensuring the security of your personal information.
1. Who We Are
The Dartington Recreation Association (DRA) is a Charity number 1168817.
2. What Personal Information We Collect
We may collect the following types of personal information:
Contact Information: This includes your name, email address, phone number, and postal address, which you may provide when you book room, sign up for events, contact us, apply to be a volunteer or trustee, express interest in receiving updates, or participate in silent auctions and other fundraising events.
Booking Information: When you book our facilities, we collect information related to your booking, such as dates, times, and the number of people involved. For room bookings specifically, we also collect names and contact details to manage the booking and address any issues that may arise.
Usage Data: When you visit our website, we may automatically collect certain information about your device and browsing activity, such as your IP address, browser type, operating system, pages visited, and the dates and times of your visits. This information helps us to improve our website and services. Our website is hosted on Squarespace, and they use cookies as outlined in their cookie policy: The cookies Squarespace uses.
Communications Data: We may keep records of our correspondence with you, including emails and other communications.
Event Participation: If you participate in DRA events, we may collect information related to your participation, such as attendance records and any relevant information you provide for the event.
Images and Videos: In some instances, we may take photographs or videos at DRA events. We will always seek your explicit consent before using such media for promotional purposes. The site may also include embedded videos from YouTube. Please refer to YouTube's privacy policy for details on their data handling practices.
Volunteer/Trustee Application Information: If you express interest in becoming a volunteer or trustee, we collect information such as your name, email address, phone number, driving license status, vehicle ownership, DBS check status, first aid certificate status, relevant medical conditions, roles of interest, and emergency contact details.
CCTV Data: Our physical location, the community centre at Shinners Bridge, uses CCTV for security and safety purposes. CCTV cameras may capture images of individuals on the premises. Signage is displayed to notify individuals of the presence of CCTV.
Email Subscription Preferences: In various places on our site, we may ask for your email address and whether you are willing to receive updates and newsletters from us. We will only send you such communications if you have explicitly consented to receive them.
Silent Auction Information: When you participate in our silent auctions, we collect your name, phone number, email address, and the amount of your bid for specific items.
3. How We Collect Your Personal Information
We collect your personal information in the following ways:
Directly from you: When you provide information to us through our website forms (including those for expressing interest in volunteering, becoming a trustee, receiving updates, or participating in silent auctions), application forms, booking forms (including those for room bookings), email, phone, or in person.
Automatically: Through the use of cookies and similar tracking technologies when you visit our website (please see our Cookie Policy below for more information) and through CCTV cameras at our physical location.
From third parties: In limited circumstances, we may receive information about you from third parties, such as payment processors.
4. How We Use Your Personal Information
We may use your personal information for the following purposes:
To process bookings: To manage and confirm your facility bookings, including room bookings. For room bookings, we use your name and contact details to communicate with you about the booking and to address any issues related to the room or the booking.
To provide and improve our services: To operate our website, provide our services, and understand how users interact with them to make improvements.
To communicate with you: To respond to your inquiries, provide information about our activities and events, and send you important updates related to the DRA.
To process payments: To handle payments for memberships, bookings, and events securely through Stripe.
For marketing and promotional purposes: With your explicit consent, provided when you indicated your willingness to receive updates, we may send you newsletters or information about upcoming events and activities that may be of interest to you. You can opt-out of these communications at any time.
For administrative and operational purposes: Including maintaining records, managing our organization, and ensuring the safety and security of our facilities and activities.
To manage volunteer and trustee applications: To process and manage applications, communicate with applicants, and assess suitability for volunteer or trustee roles.
For security and safety purposes: To ensure the safety and security of our premises, prevent crime, and assist in investigations.
To facilitate silent auctions: To record your bids, identify the highest bidder(s), and contact you to arrange payment and collection of items if your bid is successful.
5. How We Share Your Personal Information
We may share your personal information with the following categories of recipients:
Service providers: We engage third-party service providers to assist us with various functions, such as website hosting (Squarespace), payment processing (Stripe), email communication, and data analysis. These providers will only have access to your personal information to the extent necessary to perform their services and are contractually obligated to protect it.
Other members (limited): In some specific contexts (e.g., team lists for a sports activity), we may share limited information with other DRA Volunteer, but only where necessary for the operation of the activity and with appropriate safeguards.
Legal authorities: We may disclose your personal information to legal authorities if required to do so by law or in response to a valid legal request.
With your consent: We may share your information with other third parties with your explicit consent.
YouTube: Please note that embedded YouTube videos may collect user data; refer to YouTube's privacy policy for details.
In connection with silent auctions: We may need to share your contact details with other relevant individuals within the DRA to facilitate the collection of auction items.
6. Data Security
We take reasonable measures to protect your personal information from unauthorized access, use, disclosure, alteration, or destruction. These measures include [mention specific security measures you have in place, e.g., encryption, secure servers, access controls, secure storage of CCTV footage]. However, please be aware that no method of transmission over the internet or electronic storage is completely secure.
7. Data Retention
We will retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including for the duration of your membership, to provide you with the services you have requested, to comply with our legal obligations, resolve disputes, and enforce our agreements. For room bookings, we will retain your details for a reasonable period after the booking to handle any potential issues or follow-up. CCTV footage is typically retained for [state retention period, e.g., 30 days] unless required for ongoing investigations. If you have subscribed to receive updates, we will retain your email address until you unsubscribe. For silent auctions, we will retain your information for a reasonable period after the auction concludes to facilitate collection and payment, after which it will be securely deleted. The specific retention periods will vary depending on the type of information and the purpose for its processing.
8. Your Rights
Under data protection laws, you have certain rights regarding your personal information, including:
The right to access: You have the right to request a copy of the personal information we hold about you.
The right to rectification: You have the right to request that we correct any inaccurate or incomplete personal information we hold about you.
The right to erasure (the "right to be forgotten"): In certain circumstances, you have the right to request that we delete your personal information.
The right to restriction of processing: In certain circumstances, you have the right to request that we restrict the processing of your personal information.
The right to data portability: You have the right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit it to another controller.
The right to object: You have the right to object to the processing of your personal information in certain circumstances, including for direct marketing purposes.
Rights in relation to automated decision-making and profiling: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.
To exercise any of these rights, please contact us using the contact details provided below. We will respond to your request in accordance with applicable data protection laws.
9. Cookies and Similar Technologies
Our website uses cookies and similar tracking technologies to enhance your browsing experience and collect information about how you use our site. You can manage your cookie preferences through your browser settings. For more detailed information, please see our separate Cookie Policy [link to your cookie policy if you have one, otherwise you can include basic cookie information here or state that a separate policy will be provided]. As our website is hosted on Squarespace, you can also refer to their cookie policy: The cookies Squarespace uses.
10. Links to Other Websites
Our website may contain links to other websites that are not operated by us, including embedded YouTube videos. We are not responsible for the privacy practices of these third-party websites. We encourage you to review the privacy policies of any website you visit.
11. Children's Privacy
Our services are generally aimed at individuals of all ages who participate in recreational activities. If we knowingly collect personal information from a child under the age of 18 without verifiable parental consent, we will take steps to delete that information as soon as possible. If you believe that we have inadvertently collected personal information from a child under the relevant age, please contact us immediately.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post any changes on our website and, where appropriate, notify you by other means. The date of the latest revision will be indicated at the top of the policy. We encourage you to review this Privacy Policy periodically.
13. Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at: privacy@meadowbrookdartington.org