Kew Community Trust is registered in England and Wales as a company limited by guarantee (1736623) and a registered charity (289707). The registered office address is Kew Community Trust, St Luke’s in The Avenue, Kew, Richmond, TW9 2AJ. Kew Community Trust is the data controller of your personal information.
2. Types of personal information we collect and why
We only collect such information from you that is needed to run Kew Community Trust and the Avenue Club effectively.
2.1 Avenue Club members
The information you provide to us enables us to give you information about activities, classes and events run by the Club which may interest you so that you can enjoy your membership. It also enables us to process new membership applications and annual membership renewals efficiently.
The data requested on our Avenue Club Membership Application Form are your title, name, postal address, e-mail address, telephone number, date of birth and where you heard about the Avenue Club. We also ask for the name and telephone number and e-mail address of an emergency contact and their relationship to you. Where this information is provided, it is our policy to contact every nominated emergency contact to ensure they consent to be your emergency contact and to obtain their consent so that we may hold their contact details.
Our Avenue Club Membership Renewal Letter asks existing members if they wish to renew and, if so, we ask members to advise us of any changes to information previously given to us per the Avenue Club Member Application Form.
If you apply for a membership as a couple, we hold information relating to both applicants.
We do not collect any information about you other than that supplied by you. It is up to you to provide the information. If you decide not to do so, it may mean that we are unable to provide you will the full range of benefits of Avenue Club membership or to enable you to become a Community Supporter or Trust Member. Equally, you may not be able to become a personal supplier of services or to hire our rooms and halls.
2.2 Community Supporters and Kew Community Trust Members
If you are a Community Supporter or Trust Member, we only collect such information from you that is needed to administer our Community Supporters or Trust Members. This will be your name, postal address and e-mail address. It will also include your bank account details where payments are made to us by standing order. It may also include confirmation that you are a UK tax payer should you wish to make donations via Gift Aid. The information you provide to us enables us to give you information about events, news about the Avenue Club and fundraising which may interest you so that you can continue to support the work of Kew Community Trust. It also enables us to process membership donations efficiently.
If you wish to make a regular donation to us without becoming a Community Supporter or Trust Member, we will need your bank details to set up a standing order. If you wish to make donations via Gift Aid, we will need confirmation from you that you are a UK tax payer.
2.4 Service suppliers
If you are a personal supplier of services (as distinct from a company or limited liability partnership) to Kew Community Trust, we only collect such information from you that is needed to administer the supply of those services. Our Service Agreement requests the name of the service supplier, the service supplied, when and the cost. This allows the Avenue Club to timetable classes efficiently, to provide cover when necessary and enables us to pay service supplier invoices.
If you hire our rooms and halls, we only collect such information to enable us to make bookings effectively and to enable us to return deposits where applicable. This will be your name, address, telephone number and e-mail address and your bank details where necessary.
3 Website users
If you visit any of our websites (www.kewcommunitytrust.org.uk , www.avenueclubkew.com or www.avenuehalls.com) we may collect information to assist in managing our websites such as IP address, the pages viewed and when, any referring website and your internet browser.
4 How we use your information
We collect the minimum amount of information. Where we use your information, it may be because you consented to us doing so or because we have a legitimate interest to do so. Other reasons include having a legal obligation to do so or to enable us to fulfil contractual obligations.
We may use your information in a variety of ways. The following are examples:
• To deal with enquiries received from you to include sending you information about the Avenue Club, Avenue Halls, how to become a service supplier or hirer. We may keep a record of conversations held between you and us. This helps us deal with enquiries more efficiently.
• To process any donations you may make to us and to claim Gift Aid where applicable. We keep a record of donations for audit purposes which we are legally obligated to do in respect of Gift Aid.
• To provide you with information regarding events and fundraising.
• To tell you about classes, activities, outings and events you may be interested in.
We may provide information to you by post, over the telephone, by e-mail and social media.
5 Sharing your personal information
We do not provide your personal information to any third parties for marketing purposes. However, we may share your personal information where we are required to do so by the police or a regulatory body.
In the case of Avenue Club members, we may share your information with our service suppliers who run classes, activities and events on behalf of the Avenue Club. We also share your information with Integrated Neurological Services in accordance with our contract with them to provide an extensive range of activities that promote or enhance independence and well-being for older people. The information is treated in confidence by Integrated Neurological Services and is not used for marketing purposes.
6 How we keep your personal information safe
We use anti-virus software and we treat all personal information confidentially. In order to comply with information requests received from regulatory bodies such as HMRC, we need to retain data for a specific period after which the data is destroyed. However, we only retain your personal information for the minimum amount of time required. We also review information held by us annually.
7 Accessing and changing your personal information
You have the right to see what personal information we hold about you and you may request to see it at any time.
You may request for us to change your personal information, for example a change of address or if you feel the data we hold about you is inaccurate. You may also request that we contact you in a particular way, for example by e-mail only or that we stop contacting you altogether.
If you believe that we have not dealt with your requests properly, you may lodge a complaint with the Information Commissioner’s Office (www.ico.org.uk).
8 Deleting your personal information
Where we use your personal information based on prior consent, such as information about your health or where you have given us permission to send you marketing communications, you can withdraw your consent at any time by contacting us.
We will delete your personal information if you request us to do so except for any information we must retain to comply with legislation or regulatory bodies for example Gift Aid.