Data Protection Legislation
and Principles

We comply with data protection legislation and principles, which means that your data will be:

• Used lawfully, fairly and in a transparent manner
• Collected only for valid purposes that we have explained and not used in any way that is incompatible with those purposes
• Accurate and kept up to date
• Kept for only as long as is necessary for these purposes
• Kept securely

Information
collection

Most personal data we hold is given to us directly by you when you sign up a member of Hampton Pool Trust or when members, supporters and volunteers make use of our services, or take part in activities or events. This information may be collected when you complete a web form or by other routes such as phone calls, e-mail, printed forms, in person or from publicly available sources.

Information about your interactions with us

When, for example, you visit our website, we collect information about how you interact with our content.

Information collected from surveys

On occasion, we may collect personal data in connection with a survey you have responded to for the purpose of analysing survey findings. In these circumstances personal data is anonymised and the data collected will not be used for purposes other than the stated purpose of the survey.

Information from third parties

We may occasionally receive information from third parties, for example in connection with bookings, survey data processing or from publicly available data sources.

Special Category Data

The Data Protection Legislation recognises that certain categories of personal information are more sensitive, such as health information, race, religious beliefs and political opinion. The Trust does not collect this type of information.

Why we process your data

Processing your data helps us to engage with and inform you about the work of Hampton Pool Trust. We process your data in pursuit of our legitimate interests in connection with your membership of the Trust or because we hold your consent in relation to specific activities. This also contributes to our work of overseeing the development of services and activities to enrich the user experience at Hampton Pool.

This enables us to:

• Contact you by post or email so that we can communicate with you about the work we do in ways you find timely, relevant and respectful. To do this we use basic contact information that we have stored as well as any preferences you may have told us about.
• Analyse data to ensure that the content and timing of communications that we send you are as relevant to you as possible.
• Analyse data collected from survey responses to develop our work as a Trust and to inform the work we do to support the pool and to meet our charitable objectives.
• Improve our website through analysis of information about which areas of the website users access. In carrying out these purposes we will always keep your rights and interests at the forefront of our activities to ensure they are not overridden.

For any situations where we are not relying on our legitimate interest or a contract to process your personal data, we will ask for your explicit consent before using your data.

Accurate Data

We will keep the data we store about you accurate and up to date as relevant to the purpose or purposes for which we process it. We will ensure that a route to update your preferences is made available in our communications with you.

Third Parties

We do not share your information with anyone outside Hampton Pool Trust except:

• Where we have your permission.
• Where we are required by law and by law enforcement agencies or judicial bodies to comply with any legal obligation.
• Where we have legitimate contractual agreements with third parties who process data on our behalf and on our instructions (for example the YMCA in operating the pool). In such circumstances, we require that these third parties comply strictly with our instructions and with Data Protection laws, for example around security of personal data.

Maintaining your personal information

We store your personal information securely for the period you remain a member of Hampton Pool Trust. We destroy such information when you cease to be a member of the Trust.

Security of your personal information

We will put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. All information you provide to us is stored securely. We will ensure that any third parties we use for processing your personal information do the same.

We will not transfer, process or store your data anywhere outside of the European Economic Area.

Getting in touch

You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected. You also have the right to ask us to delete any personal information we hold about you.

In some cases, we may be unable to delete data, eg if it is required for tax or Gift Aid purposed. In these cases, we will ensure you are removed from future communications and processing.

For all questions or concerns or to exercise relevant rights regarding the processing of your personal information, please contact our Data Protection Officer in the first instance.

The Information Commissioner’s Office is the regulator for such activity and further information can be found at http://www.ico.org.uk.