Hillfields Community Garden – Privacy Policy
Date adopted: January 2025
Date for review: July 2026
1. Your Privacy is Important
Your privacy is important to Hillfields Community Garden (HCG). We may need to collect information from you in order to tell you about our activities, events and services. We may also need to provide you with information relevant to your membership of HCG.
If you are a customer or user of HCG, we may need to hold data about you for invoicing purposes, and as part of your hire agreement.
Further information can be found in HCG’s Data Protection and Information Policy.
2. Types of Information
HCG may need to:
HCG needs your consent to hold data about you. Any forms or documents we ask you to complete — manually or electronically — will clearly explain what the information will be used for.
There may be circumstances where we can only provide services if you consent to providing necessary information, for example when hiring the community centre.
4. Your Right of Access
You have the right to ask HCG what information we hold about you, to check that it is accurate and up to date, and to request corrections if needed.
We will regularly ask you to update your information.
If you have concerns or wish to update your data, please contact HCG’s Secretary.
We will process your request within one month.
5. Storing Your Data
All physical data will be held securely in a locked cabinet in a non‑public location, accessible only by the HCG Trust Board and Senior Staff.
All electronic data on fixed‑base computers will be password protected.
All electronic data on portable devices (e.g. laptops, USB drives) will be password protected and encrypted.
All trustees and staff will be supplied with secure data storage equipment and encryption software where personal or sensitive data is stored.
6. Disposal of Data
If we agree to your request to destroy your data:
We may not agree to destroy certain data if we have a legitimate or legal need to retain it.
Where legally required, we will keep a record of data destruction.
7. Retention of Personal Data
HCG will not hold personal data longer than necessary. Some documents must be kept for legal or recommended periods. These may contain personal data.
8. Sharing of Data
HCG will not share your information with third parties unless:
Where personal data must be shared with another organisation (e.g. payroll services), we will enter into a data processing agreement.
9. Promoting a Culture of Data Protection
If you have concerns about how we use your personal information, you can contact us at the address below. You can also complain to the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: https://www.ico.org.uk
Document Change Log
Hillfields Community Garden
Registered Charity Number: 1204254
Registered Address: Hillfields Park Community Centre, Thickett Ave, Hillfields, Bristol, BS16 4EH
Contact details:
Email: [email protected]
Website: www.hillfieldscommunitygarden.co.uk
Director email: [email protected]
Date for review: July 2026
1. Your Privacy is Important
Your privacy is important to Hillfields Community Garden (HCG). We may need to collect information from you in order to tell you about our activities, events and services. We may also need to provide you with information relevant to your membership of HCG.
If you are a customer or user of HCG, we may need to hold data about you for invoicing purposes, and as part of your hire agreement.
Further information can be found in HCG’s Data Protection and Information Policy.
2. Types of Information
HCG may need to:
- Collect your contact details (e.g. name, email address) so that we can contact you
- Record financial details so that we can make or receive payment for goods or services
- Collect anonymised diversity information to help us monitor accessibility
- Record CCTV images to ensure the safety of the centre and its users
- Collect information on employees and volunteers to meet our legal obligations
HCG needs your consent to hold data about you. Any forms or documents we ask you to complete — manually or electronically — will clearly explain what the information will be used for.
There may be circumstances where we can only provide services if you consent to providing necessary information, for example when hiring the community centre.
4. Your Right of Access
You have the right to ask HCG what information we hold about you, to check that it is accurate and up to date, and to request corrections if needed.
We will regularly ask you to update your information.
If you have concerns or wish to update your data, please contact HCG’s Secretary.
We will process your request within one month.
5. Storing Your Data
All physical data will be held securely in a locked cabinet in a non‑public location, accessible only by the HCG Trust Board and Senior Staff.
All electronic data on fixed‑base computers will be password protected.
All electronic data on portable devices (e.g. laptops, USB drives) will be password protected and encrypted.
All trustees and staff will be supplied with secure data storage equipment and encryption software where personal or sensitive data is stored.
6. Disposal of Data
If we agree to your request to destroy your data:
- Physical data will be confidentially destroyed
- Electronic data will be permanently erased
We may not agree to destroy certain data if we have a legitimate or legal need to retain it.
Where legally required, we will keep a record of data destruction.
7. Retention of Personal Data
HCG will not hold personal data longer than necessary. Some documents must be kept for legal or recommended periods. These may contain personal data.
- Invoices – kept for 6 years from the end of the financial year
- Hirer’s invoices or receipts – kept for 10 years
- Customer receipts / HMRC records – kept for 6 years
- P60 forms – kept as required by HMRC
- Trustee information – may be kept by the Charity Commission
- Annual Return, donor and GiftAid records – kept for 6 years
8. Sharing of Data
HCG will not share your information with third parties unless:
- We are legally obliged to
- There is a risk of harm to you or another person (e.g. safeguarding)
Where personal data must be shared with another organisation (e.g. payroll services), we will enter into a data processing agreement.
9. Promoting a Culture of Data Protection
- Data protection will be a standing agenda item at ordinary trustee meetings
- All new trustees will be briefed on HCG’s data protection arrangements
- All staff and relevant volunteers will receive data protection induction
If you have concerns about how we use your personal information, you can contact us at the address below. You can also complain to the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: https://www.ico.org.uk
Document Change Log
Hillfields Community Garden
Registered Charity Number: 1204254
Registered Address: Hillfields Park Community Centre, Thickett Ave, Hillfields, Bristol, BS16 4EH
Contact details:
Email: [email protected]
Website: www.hillfieldscommunitygarden.co.uk
Director email: [email protected]
