Privacy Policy

This privacy policy sets out how Stoke Gifford Trust uses and protects any information that you give Stoke Gifford Trust when you use this website.

Stoke Gifford Trust is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website or contacting us by other means such as email or telephone, then you can be assured that it will only be used in accordance with this privacy statement.

Stoke Gifford Trust may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 01/04/2018.

We collect and retain personal information for three distinct purposes:

Running the Trust Committee

For people who are trustees, volunteers or who wish to regularly attend meetings of the Trust Committee or who contact the Trust with a matter which is discussed at a meeting of the Trust Committee

What we collect

We will collect and retain some or all of the following information:

1. name
2. contact information including
   1. postal address including postcode
   2. email address
   3. telephone number
3. A record of your contribution to Trust Committee meeting and decision making

What we do with the information we gather

We require this information to enable us to run the Trust. We will use it for the following reasons

1. Record keeping as required by the Charities Commission
2. Keeping a record of the activities of the Trust in the format of meeting minutes and other decision documents
3. Contacting you with notice of Trust Committee meetings
4. Contacting you in relation to trust activities between meetings

Managing the Hire of the Trust Facilities

For people and organisations hiring trust facilities

What we collect

We will collect and retain some or all of the following information:

1. Name
1. contact information including
   1. postal address including postcode
   2. email address
   3. telephone number
2. purpose of bookings
3. bank account details
4. start date and time and duration of the use of the trust facilities
5. We will store details of your booking of our facilities on Google Calendar to enable us to manage access to the Trust facilities. The time and duration of the booking will be publicly visible. The following details may be added as private information visible only to Trust volunteers actively managing the Trust facilities
   1. Your name
   2. Your mobile number

The Trust has been in existence since 1948 and meeting minutes have been retained to allow searches for the basis of historical Trust decisions.

What we do with the information we gather

We require this information to to enable us to manage bookings of our facilities in particular:

• Internal record keeping, in particular times when the facilities are in use.
• Keeping accurate financial records and accounts in accordance with legal requirements.
• Contacting you with questions or information relating to your use of trust facilities.
• Contacting you for the purpose of invoicing you for the use of trust facilities or ensuring your agreement to the conditions of hire

Organisation and Running the Annual Fete

For people and organisations involved with the annual Stoke Gifford Fete

What we collect

We will collect and retain some or all of the following information:

1. Name
2. contact information including
   1. postal address including postcode
   2. email address
   3. telephone number
3. type of business where applicable
4. information supporting waiving of stall fees
5. bank account details

What we do with the information we gather

We require this information to to enable us to manage bookings of our facilities in particular:

• Internal record keeping.
• Keeping accurate financial records and accounts in accordance with legal requirements.
• Contacting you with questions or information relating to your involvement with the fete.
• Contacting you for the purpose of invoicing you moneys owed by you to the Trust
• Contacting you for the purpose of paying you moneys owed to you by the Trust

Security

We are committed to making every effort to ensure that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

We will never use your information for direct marketing purposes or soliciting donations to the Stoke Gifford Trust.

We will not sell, distribute or lease your personal information to third parties unless we have explicitly gained your permission or are required by law to do so.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable for a search of electronic data.

The Trust has been in existence since 1948 and meeting minutes have been retained to allow searches for the basis of historical Trust decisions. If you request a search of historical, paper archives, a fee will be payable based on the time taken to perform the search. You may be required to provide additional information to enable us to limit the scope and cost of a search of archival data stored on paper. You will be allowed to define an upper limit for cost and you will be notified if this cost is likely to be exceeded.

If you would like a copy of the information held on you please write to Stoke Gifford Trust, Trust Ground, North Road, Stoke Gifford, BS34 8PE. If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.