Privacy notice
Template for the centre to check before launch. This is standard wording written to match what the website does. It is not legal advice. Anything in [square brackets] needs confirming or filling in.
Who we are
This notice explains how Leith Community Centre Association SCIO (“we”, “us”) uses personal information. We are a Scottish charitable incorporated organisation (charity number SC047512) at 12a Newkirkgate, Edinburgh EH6 6AD, and we run Leith Community Centre in partnership with the City of Edinburgh Council. We are the data controller for the information described here.
If you have a question about this notice or your information, contact us at [email address], call 0131 554 4750, or write to the address above.
What we collect, and why
When you use our contact form
We collect your name, email address, your phone number if you give it, what your message is about and the message itself. We use them only to reply to you and deal with your enquiry. The form sends your message to our email inbox; the website does not keep a copy.
When you ask to hire a space
Booking requests are made through our booking system, [HallMaster]. We use your details to handle your booking, send you the documents you need, take payment and keep in touch about your hire. [HallMaster] processes this information for us; see its own privacy notice for how it looks after it.
When you email, phone or visit us
We use what you tell us to help with your enquiry. [If the centre keeps a visitor or sign-in record, or uses CCTV, describe it here.]
When you join, volunteer or become a trustee
We keep the details we need to manage membership of the charity, volunteering and our governance, such as your name, contact details and [any other details, e.g. PVG checks for roles working with children or protected adults].
When you use this website
Like most websites, our web server and security service keep short-term technical logs (such as IP addresses and the pages requested) to keep the site running and protect it from attack. We don’t use these to identify you. See our cookie policy for cookies.
Our lawful basis
- Legitimate interests: answering enquiries, running the centre and keeping the website secure.
- Contract: managing a space hire you have asked for.
- Legal obligation: keeping financial records and meeting charity law and safeguarding duties.
- Consent: where we ask for it, for example to send you newsletters. You can withdraw consent at any time.
Who we share it with
We don’t sell your information or share it with anyone for their own marketing. We share it only with:
- the services that help us run the centre and this website, such as our email provider, booking system ([HallMaster]), website host ([Unlimited Web Hosting]) and security service ([Cloudflare]), which process it on our behalf and under contract;
- the City of Edinburgh Council, where needed to run the centre in partnership with them;
- anyone we are required to by law, for example to protect someone from harm.
Some of these services may store information outside the UK. Where they do, we rely on the safeguards UK law requires.
How long we keep it
- Enquiries: [up to 12 months after we have finished dealing with them].
- Space hire records: [6 years after the hire ends, for our accounts].
- Membership, volunteer and trustee records: [while you are involved, and up to 6 years after].
Your rights
You have the right to ask for a copy of the information we hold about you, and to ask us to correct it, delete it, limit how we use it or stop using it. To do any of these, contact us using the details above. We will reply within one month.
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ico.org.uk, 0303 123 1113).
Changes to this notice
We will update this notice when how we use personal information changes. The date at the top of the page shows when it last changed.