- Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
- Who are we?
Hannah’s Holiday Home Appeal is the data controller (Pam Marshall, 12 Nightjar Close Horndean Hants PO8 9YU is your direct point of contact)
- How do we process your personal data?
Hannah’s Holiday Home Appeal complies with its obligations under the “GDPR” by keeping necessary personal data; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes: –
- To enable Hannah’s Holiday Home Appeal to book and confirm a break away for each family referred/applying for a FREE break away.
- To administer the correct details for preparation for the families break away.
- To fundraise and promote the interests of the charity;
- To manage our employees and volunteers;
- To maintain our own accounts and records (including the processing of gift aid applications);
- What is the legal basis for processing your personal data?
- Data is required to obtain clarification/qualification of a FREE break away with Hannah’s Holiday Home Appeal
- Very minimal information is shared with the Holiday parks to allow the booking staff to prepare the leisure passes and for the cleaners to prepare the home for the family’s arrival.
- Processing is necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement;
- there is no disclosure to a third party without consent.
- Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with: –
- a) the cleaning staff of the home – so they can prepare the home for arrival of the family (the only details disclosed are the family name, how many adults and children are in the party and a telephone number in case of emergency)
- b) The Reception Staff on site at each park – so they can prepare the leisure passes when handing over the key to the arriving family. (The only details disclosed are the family name, how many adults and children are in the party and a telephone number in case of an emergency)
This information is required to be shared with the above parties for us to complete a family break away booking, by you signing our booking form we are accepting this as your consent.
- How long do we keep your personal data?
We will keep booking forms with the relevant data for 6 years. This information may be referred to for any query regarding insurance, bookings, accidents and incidents.
All data and records are stored in a secured, locked office at The Acorn Centre, Wecock Farm, Waterlooville.
Relevant paperwork may/will be destroyed via shredding after this period.
- Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –
- The right to request a copy of your personal data held by Hannah’s Holiday Home Appeal
- The right to request that Hannah’s Holiday Home Appeal corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for Hannah’s Holiday Home appeal to retain such data;
- The right to withdraw your consent to the processing at any time – this will result in your offer of your break away with us being declined as stated in our personal and buildings insurance policy.
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, – this will result in your offer of your break away with us being declined as stated in our personal and buildings insurance policy.
- The right to lodge a complaint with the Information Commissioners Office.
- Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
Where and whenever necessary, we will seek your prior consent to the new processing.
- Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact the Office Manager – Pam Marshall on 02392267899 – 07518026172 firstname.lastname@example.org
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.