PRIVACY POLICY
NMCA Privacy Policy
Policy
The NMCA is committed to
- protecting the privacy and security of all the personal information we have collected about you whether we collect it though our website or from other sources.
- data protection and individual rights and obligations in relation to personal data as required by the General Data Protection Regulation and other applicable data protection laws.
Scope
This Policy applies to NMCA members and those people (including young people) who stay at and use the Centre. This Policy does not apply to the personal data processed for business purposes, e.g. Individuals and organisations employed to carry out repairs and maintenance works of any kind.
Organisation and Arrangements for implementing the NMCA Policy
The organisation and arrangements explain in a transparent manner how we implement the Policy and associated Privacy Notices set out below. In summary, how we collect, store, disclose and use personal information.
NMCA has appointed the Membership Secretary as the person with responsibility for data protection compliance within NMCA. They can be contacted via the following email address: membership@nantmormountaincentre.co.uk . Questions about this Policy or requests for further information should be directed towards them.
The Policy and the Organisation and Arrangements for implementing the Policy are a general summary of your legal rights with respect to your personal information. This is a complex area of law, more information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public.
What Data we collect about you
Collecting specific relevant personal information is a necessary part of NMCA being able to provide you with any services you may request from us or just managing our relationship with you. When you become a member with NMCA you may provide us, or, we obtain personal information about you such as:
- Personal contact details that allow us to contact you directly such as name, title, address, e-mail address, and telephone number
- Current and Historic membership Details including membership type start and end date
- NMCA or committee connections
- Records of your interactions with us such as telephone conversations emails and other correspondence and your instructions to us
- Payment details – bank account number, sort code, card details
- Records of your attendance at any events hosted by NMCA
- Records of any incidents / near misses
Any such personal data is managed and processed in accordance with the following data protection principles:
NMCA
- Processes personal data lawfully, fairly and in a transparent manner
- Collects personal data only for specified explicit and legitimate purposes
- Processes personal data only where it is adequate, relevant and limited to what is necessary for the purposes of processing.
- Keeps accurate personal data and takes all reasonable steps to ensure that inaccurate personal data is rectified or deleted without delay.
- Keeps personal data only for the period necessary for processing.
- Adopts appropriate measures to make sure that personal data is secure and protected against unauthorised or unlawful processing, and accidental loss, destruction or damage.
Children
When we process children’s data we will not do so without their consent or, where required, the consent of a parent/legal guardian.
How We Use Your Data
The table below describes the main purposes for which we process your personal data, the categories of your information involved and our lawful basis for doing so:
| Purpose | Personal Information Used | Lawful Basis |
| NMCA MEMBERS | ||
| To administer any membership accounts with NMCA and manage our relationship with you including dealing with payments |
All contact information and membership details, transaction and payment information, records of your interactions with NMCA
|
Necessary to enable NMCA to properly manage and administer your membership contract with us. |
| To send you information which is included within your membership benefits package including any updates about the NMCA | All contact and membership details | Necessary to enable NMCA to properly manage and administer your membership contract with us |
| To respond to your queries or complaints | Contact details and records of your interaction with us | NMCA have a legitimate interest to provide complaint handling services to you |
| To conduct data analytics studies to better understand Centre attendance | Records of user attendance at the Centre, feedback on any issues arising during users attendance at the Centre | NMCA have a legitimate interest in doing so, to ensure that we can maintain or improve the Centre facilities |
| For the purposes of promoting the Centre | Images in video and/or photographic form | Where you have given us your explicit consent to do so- and parental consent where children or minors are involved |
| To comply with health and safety requirements | Records of attendance | NMCA has a legal obligation and a legitimate interest to provide members of NMCA with a safe environment at the Centre and complies with the Health and Safety at Work etc Act 1974 and other relevant H&S legislation |
| To administer any donations or legacies members or others may make to NMCA | Contact, transaction and payment information, records of your interactions with NMCA | Necessary to enable us to properly manage and administer your wishes |
How We Collect Your Data
Typically, it is through the completion of forms either on-line or via hardcopy or through interactions with members and others such as booking the Centre, reporting problems, completing attendance registers or other communications e.g. verbal discussions.
Disclosure of Personal Data
We may share personal data with the following:
- NMCA Governing Body – Directors and the Booking Secretary to allow them to properly administer and manage the Centre.
- Other Service Providers such as IT services that manage our website.
- The Government or other regulators as required by law e.g. Health and Safety Executive or Local Authority officers enforcing and advising on relevant legislation, e.g. waste, Environmental Health Officers, annual water quality checks.
- Police, law enforcement and our security system provider.
NMCA will not disclose personal data to anyone else
Where we store your data
NMCA takes all reasonable steps necessary to ensure that your data is treated securely and in accordance with this privacy Policy. Data will be stored on servers, PCs and IT systems within the European Economic Area.
How long we store your data
Personal data that is processed by NMCA for any purpose shall not be kept for longer than is necessary for that purpose. Personal data will be deleted as set out in the table below:
| Record Type | Retention Period |
| Information about visits to and use of the NMCA website and associated digital products (including an IP address, geographical location, browser type and version, operating system, referral source, length of visit page views and website navigation paths) |
7 years |
| Information provided when registering with the NMCA website (including email address) | 7 years after last interaction |
| Information provided for the purpose of communicating by e-mail including a name and an email address, e.g. notifications and/or newsletters |
7 years after last interaction
|
Your Rights
You are entitled by law to
- ask for a copy of your data held by NMCA at any time
- ask NMCA to correct, delete or update your personal data
- ask NMCA to send your personal data to you or to another organisation
- withdraw any consent you have provided to NMCA to use your personal data at any time
To exercise your right or if you have any questions relating to your rights please contact us by sending an email to the Data Protection Officer.
If you are unhappy with the way we are using your personal data you can complain to the UK Information Commissioner’s Office, more details about your legal rights can be found on the Information Commissioners Website at https://ico.org.uk/for-the-public/.