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Privacy Policy

Colchester United Community Foundation

Privacy Notice

Background

This Privacy Policy is issued by Colchester United Community Foundation (referred to as “CUCF”, “we”, “us” and “our” in this Privacy Policy), the official charity partner of Colchester United Football Club, which operates in the United Kingdom.

This policy relates to your personal information that you provide to us when you register to attend one or more of the activities that we offer on the Class4Kids booking platform, as well as any personal that we may collect directly from you, in our capacity as the organiser of the various classes, activities and events that we offer.

Your information will be held by CUCF. This privacy notice sets out how we promise to look after your personal information. This includes what you tell us about yourself, what we learn when we interact with you when you book one or more of our activities, classes or events via the Class4Kids booking platform, and any choices you give us about what marketing you want us to send you. This notice also tells you about your privacy rights and how the law protects you.

Content

ABOUT THIS POLICY
ABOUT COLCHESTER UNITED COMMUNITY FOUNDATION
WHAT INFORMATION DO WE GATHER AND HOW DO WE COLLECT IT?
WHEN DO WE NEED TO COLLECT YOUR SENSITIVE INFORMATION?
HOW THE LAW PROTECTS YOU
HOW WE USE YOUR INFORMATION
HOW WE SHARE YOUR INFORMATION OUTSIDE OF CUCF
MARKETING
OUR SITE AND COOKIES
YOUR RIGHTS
HOW WE LOOK AFTER YOUR INFORMATION
HOW LONG WE KEEP YOUR INFORMATION FOR
HOW TO CONTACT US

1. ABOUT THIS POLICY

1.1 Scope of this policy

This Privacy Policy relates to our use of any personal information we collect via the following services:

any CUCF website that links to this Policy (“Websites”); or
social media or CUCF content on other websites relating to the Class4Kids programmes; or
when you register to attend an activity that we offer on the Class4Kids booking platform and you provide your personal information to us: or
when you provide personal information directly to us in connection with one of our activities booked on the ClassforKids booking platform; or
when you provide personal information whilst attending one of our activities. It also relates to our use of any personal information we collect through other means, such as:
Email
In person
Other third party sources

We’ve approached our Privacy Policy with brevity and clarity in mind. If you would like any additional information or explanation or would like us to answer any questions you may have please contact us using the details provided (see the “HOW TO CONTACT US” section below).

1.2 Policy updates

We will keep this Privacy Policy under regular review to make sure we’re being transparent about how we use your personal information. A copy of our Privacy Policy can be requested at dpo.cf@colchesterunited.net

2. ABOUT COLCHESTER UNITED COMMUNITY FOUNDATION

2.1 Who are we?

We are Colchester United Community Foundation, and our registered charity number is 1159381. We are the official charity partner of Colchester United Football Club. We aim to get our community engaged in the wide range of activities we offer and in turn lead active and healthier lifestyles through our four main strands of delivery; Sports Participation, Education, Health and Inclusion and Facility Hire.

You’ll find our registered address below.

2.2 Who’s the Data Controller?

For the purposes of data protection laws, we are a “joint controller” of all personal information that we collect, use and/or otherwise process about you under this Privacy Policy, along with Class4Kids. You can find out more information about Class4Kids Limited and how they use your data on their website.

Class4Kids share your data with us (that you provide on the Class4Kids platform) so that we can deliver classes effectively and efficiently.

We will also share any personal information you provide to us with ClassforKids when you register to attend an activity we offer on the ClassforKids booking platform or when you provide to us directly whilst attending the class.

3. WHAT INFORMATION DO WE GATHER AND HOW DO WE COLLECT IT?

3.1 What types of information do we collect about you?

The type of information we collect about you depends on the nature of your interactions with us. Depending on the circumstances, we may receive or collect personal information about you, when you contact us for example by doing any of the following:

Data you give to us:

When you register for your child or children to attend an activity organised by us or on our behalf that we offer on the Class4Kids booking platform.
When you contact us with an enquiry regarding activities we offer on Class4Kids booking platform.
When you talk to us on the phone or in our offices about an activity we offer on the Class4Kids booking platform.
When you use our websites or any mobile device apps relating to our Class4Kids programme.
In emails and letters.
In surveys that we may undertake relating to our Class4Kids programme.

Data we collect when you use our services:

Contact details such as name, title, address, telephone number and email address
Name of child, gender, date of birth and information about health that may include health conditions
Information we record when we make notes relating to any child attending activities.
Information we record relating to levels of ability of those attending our classes, as well as any specific access requirements.
Payment and transaction data.
Profile and usage data. This includes the profile you create to identify yourself when you connect to our internet or any mobile and telephone services. It also includes other data about how you use those services. We gather this data from devices you use to connect to those services, such as computers and mobile phones, using cookies and other internet tracking software.
Feedback you give to us when you attend Class4Kids events or activities organised by us or on our behalf.

Data we collect during the course of providing services

Any images collected by CCTV installed at our offices or at venues operated by us.
Any images collected when we film classes or when we take photographs. (We only do this if you have given us your consent to do so.)

Data from third parties we may work with:

Insurers.
Medical practitioners (if you become unwell or suffer an injury while taking part in an event or activity organised by us or when attending our venues).
Government and law enforcement agencies.
Feedback passed to us by third parties who may organise activities and events on our behalf.
Feedback from coaches running our courses

3.2 Personal information about others

We may collect information from you about others, such as members of your household or family (if you are booking a member of your family on one of our courses or when you provide their details as emergency contacts or if they are collecting a child at the end of a day). If you give us information about another person it is your responsibility to ensure and confirm that:

you have either told the individual who we are and how we use personal information, as set out in this Privacy Policy; and have permission from the individual to provide that personal information (or any sensitive personal data) to us and for us to process it, as set out in this Privacy Policy; or
you are otherwise satisfied that you are not in breach of data protection legislation by providing the information to us.

4. WHEN DO WE NEED TO COLLECT YOUR SENSITIVE INFORMATION?

In certain circumstances, we will collect information that is deemed sensitive. This is most likely to include information about your health (for example if you take part in an event or activity organised by us or on behalf and you suffer an injury or become unwell).

We seek to limit any sensitive personal data that we collect and, unless we have other specific lawful reasons to use this information (such as in an emergency situation), we will ask for your consent to collect it.

5. HOW THE LAW PROTECTS YOU

Your privacy is protected by law. This section provides an overview of how that protection works.

Data protection law states that we are only allowed to use personal information if we have a proper reason to do so. This includes sharing it outside CUCF. The law states that we must have one or more of the following reasons:

when you consent to it; or
to fulfil a contract we have with you, or
when it is our legal duty, or
when it is in our legitimate interest.

A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is best or right for you. If we rely on our legitimate interest, we will tell you what that is. The section below (“How We Use Your Personal Data) contains a list of the ways in which we may use your personal information, and the reasons we rely on to do so. This is also where we tell you what our legitimate interests are.

6. HOW WE USE YOUR INFORMATION

We will only use your personal data fairly and where we have a lawful reason to do so. We are allowed to use your personal data if we have your consent or another legally permitted reason applies. These include to fulfil a contract we have with you, when we have a legal duty that we have to comply with, or when it is in our legitimate business interest to use your personal data. We can only rely on our legitimate business interest if it is fair and reasonable to do so. We may use information:

Uses of personal data and our lawful basis for using your personal data

To run and to provide guidance on the programmes, activities, events and services we provide; to manage and administer our business relationships, including to communicate with our staff (such as coaches and volunteers), to administer billing and payments, to collect and recover money that is owed to us and to keep records.
To send information to parents about our classes, events and activities, such as changes to venues, times, cancellations, etc.

Our lawful basis is to fulfil our contract with event and programme organisers, to fulfil our agreements with those people who book activities and events with us, and to comply with legal and regulatory obligations including accounting, tax and data protection.

To help us identify, investigate, report and seek to prevent crime.
To comply with laws and regulations that apply to us.

Our lawful basis is to comply with our legal and regulatory obligations including crime prevention, fraud and data protection law.

To provide information services to individuals, including by email updates and newsletters; and to invite you to events and activities that we may organise from time to time. This may include surveys to obtain feedback from you.

Our lawful basis is where you have consented and expressed a preference to receive marketing communications; or if we feel it is appropriate and relevant to our business relationship with you.

To identify services, activities and events which may be of interest to you and provide you with information about those services and events.

Our lawful basis is our legitimate interests to operate our business in an efficient way

To run our business in an efficient and proper way (e.g. auditing, managing our business capability, managing risk for us and those we work with, managing our finances, planning, communications with service providers, staff and other individuals, responding to complaints and seeking to resolve them).

Our lawful basis is our legitimate interests to operate our business in an efficient way.

To maintain lists to ensure that you do not receive communications from us where you have objected to this or have unsubscribed.

Our lawful bases is to safeguard your rights and comply with our legal obligations.

To exercise our rights contained in agreements or contracts, website terms of use and other terms and conditions of business. This may include complying with agreements with our service providers/suppliers and individuals.

Our lawful basis is fulfilling contracts or to protect our legal interests.

To ensure security and protect our business interests.

Our lawful basis is in certain circumstances, we may use your information to ensure the security of our services, offices and people, including to protect against, investigate and deter fraud, unauthorised or illegal activities, systems testing, maintenance and development (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so).

Sharing personal data if we decide to sell or transfer part of all of our business.

Our lawful basis is when needed to comply with our legal obligations and to facilitate the transaction.

For other purposes that we have identified when we collect the information.

Our lawful basis is where we have your consent or on the basis of our legitimate interest to recruit new employees or contractors.

Groups of personal information

We collect and use lots of different types of personal data. Personal data is any information that relates to you and that identifies you either directly from that information or indirectly, by reference to other information that we have access to. The personal data that we collect, and how we collect it, depends upon how you interact with us. Categories of personal data that we may collect include:

Contact - Such as your name, the name of any child that you register on our programmes or activities, email address and telephone number. Emergency contact details for any child that you register.

Contractual - Details about the services we provide to you or programmes that we offer.

Behavioural - Details about how you use our services and programmes.

Photographs - We may process photographs taken at activities or events, unless you have told us not to take photographs of you or of a child.

Communications - What we learn about you from letters, emails, conversations between us, feedback and survey responses.

Usage data - Other data about how you use our services.

Documentary data - Details about you which are stored in documents that we may ask for in different formats, or copies of them.

Special types of data - The law and other regulations treat some types of personal information as special. We will only collect and use these types of data if the law allows us to do so. Special category data includes health/medical data (for example, details of medication that you or a child are taking or if you or a child has allergies).

Consents - Any permissions, consents, or preferences that you give us. This includes things like how you want us to contact you.

Financial - Billing and financial information such as billing address, bank account and payment information.

7. HOW WE SHARE YOUR INFORMATION OUTSIDE OF CUCF

7.1 If you use or book the services we offer or the activities we organise, your personal information may be shared with and processed by persons that are not CUCF employees but who work for or on behalf of CUCF such as consultants or contractors that we use in connection with our Class4Kids programme. Your information may also be disclosed when we believe in good faith that the disclosure is:

required by law;
to protect the safety of our employees, the public or CUCF property;
required to comply with a judicial proceeding, court order or legal process; or
in the event of a merger, asset sale, or other related transaction; or
for the prevention or detection of crime (including fraud).

We may also share your personal data when you have consented to us doing so.

We may disclose your information to third party suppliers or service providers to conduct our business, for example, to assist in managing and storing data, provide data analytics, conduct market research and to communicate with you effectively.

We also use an external provider of business and marketing services to provide recruitment, human resources, IT and finance services to us.

In addition, unless you opt out of receiving direct marketing, we may share your information with third parties who help run any marketing campaigns.

Where we do share your information with third parties, we will wherever possible require them to maintain appropriate security to protect your information from unauthorised access or processing.

When you make a payment online to attend one of our activities that we offer on the Class4Kids booking platform your payment card details are collected directly by Stripe, our payment provider. We do not store your payment card details. Stripe is the Data Controller for this data and they refer to you as the End Customer in their Privacy Policy which is available on the following link https://stripe.com/gb/privacy

7.2 If you choose not to give personal information

We may need to collect personal information by law, or under the terms of a contract we have with you.

If you choose not to give us this personal information, it may delay or prevent us from meeting our obligations.

Any data collection that is optional would be made clear at the point of collection.

7.3 Transferring data outside of the UK

We are based in the United Kingdom. If we need to transfer your personal data outside of the United Kingdom we will only do so under the following circumstances:
where the transfer is to a country or other territory which has been assessed by the European Commission (or an equivalent UK body) as ensuring an adequate level of protection for personal data; or
with your consent or
on the basis that the transfer is compliant with the UK GDPR, the Data Protection Act 2018 and other applicable laws.

8. MARKETING

8.1 When you’ll hear from us

We may from time to time provide you with updates and offers on CUCF’s services, events and other activities via marketing tailored to you, whether through online services or by direct marketing (e.g. phone, e-mail, text, post) and use information we hold about you to help us identify, tailor and package the services and activities or events that may be of interest to you. We will only do this if you have indicated that you are happy to receive marketing communications from us – that is, if you have either:

attended events or participated in the activities that we run and have not told us that you don’t want to hear from us; or
signed up to receive marketing communications from us and have not later told us that you don’t want to hear from us.

We will not use sensitive personal details (such as information relating to your health record) in order to provide you with marketing unless you have given your explicit consent to allow us to use this information for these purposes.

8.2 Opting out of or withdrawing your consent in relation to marketing

If you no longer want to hear from us, you can opt out or unsubscribe by:

following the “unsubscribe” link contained in any marketing communications that you receive from us
by Email to: dpo.cf@colchesterunited.net; or
by contacting us on the details given in section 13 below headed “HOW TO CONTACT US”.

8.3 Third parties and marketing

We might rely on third parties to help us manage our marketing communications, but we won’t share your information with any third parties for their marketing purposes unless you agree to our doing so.

9. YOUR RIGHTS

9.1 Your data protection rights

Under data protection legislation you have various rights in respect of the personal information that we hold about you, including:

you can require us to update or correct any inaccurate personal data, or to complete any incomplete personal data, concerning you. If you do, we will take reasonable steps to check the accuracy of, and correct the information. Please let us know if any of your information changes so that we can keep it accurate and up to date;
you can require us to stop processing your information for direct marketing purposes; if you withdraw your consent, we may not be able to provide certain services to you; and
you have the right to object to our use of your personal data more generally.

You may also have the right, in certain circumstances to:

be provided with a copy of any personal data that we hold about you, with certain related information. There are exceptions to this right; for example where information is legally privileged or if providing you with the information would reveal personal data about another person;
to require us, without undue delay, to delete your personal data;
to "restrict" our use of your information, so that it can only continue subject to restrictions; and
to require personal data which you have provided to us and which is processed by using automated means, based on your consent or the performance of a contract with you, to be provided to you in machine readable format so that they can be "ported" to a replacement service provider.

Please note that we reserve the right to retain certain information for our own record-keeping (for example, to ensure that you do not receive marketing communications that you have opted-out of receiving) and to defend ourselves against any claims. We may also need to send you service-related communications relating to the services that we provide to you even when you have requested not to receive marketing communications.

9.2 How to exercise your rights

You can exercise your rights by contacting us using the details in the “HOW TO CONTACT US” section below, or by ticking the applicable boxes on forms that we use to collect your information, or to tell us that you don’t want to participate in marketing.

If you wish to remove your information from our marketing circulation lists, which include receiving marketing emails, you can unsubscribe by scrolling to the bottom of the email and clicking the ‘unsubscribe’ link.

We will comply with your requests unless we have a lawful reason not to do so.

We may need you to provide satisfactory proof of your identity. This is to ensure that your personal data is disclosed only to you.

10. HOW WE LOOK AFTER YOUR INFORMATION

10.1 We are committed to protecting the confidentiality and security of the information that you provide to us. We put in place appropriate technical, physical and organisational security measures to protect against any unauthorised access or damage to, or disclosure or loss of, your information. By way of example we:

Ensure the physical security of our offices.
Ensure the physical and digital security of our equipment, devices and systems by mandating appropriate password protection, encryption and access restrictions.
Ensure appropriate access controls so that access to your information is only granted to those of our people that need to use it in the course of their work.
Maintain internal policies and procedures to make sure our staff understand their responsibilities in looking after your information and take appropriate measures to enforce these responsibilities.

10.2 Links to other sites and resources

Our website may from time to time contain content and links to other sites that are operated by third parties. You should note that we do not control these third party sites or the cookies that such third parties operate and this Privacy Policy will not apply to them. You should ensure that you consult the Terms of Use and Privacy Policy of the relevant third party site to understand how that site collects and uses your information and to establish whether and for what purposes they use cookies.

You should also be aware that communications over the internet, such as e-mails, are not secure unless they have been encrypted.

11. HOW LONG WE KEEP YOUR INFORMATION FOR

We do not keep your personal data for any longer than is necessary to fulfil the purpose for which we collected it, or to comply with any legal, regulatory or reporting obligations or to assert or defend against legal claims. We will generally keep your data for no longer than six years for one of these reasons:

To comply with our legal obligations.
To respond to any questions or complaints.
To show that we treated you fairly.
To maintain records according to rules that apply to us.

We may keep your data for longer than six years if we cannot delete it for legal or technical reasons. We may also keep it for research or statistical purposes. If we do, we will make sure that your privacy is protected and only use it for those purposes.

12. HOW TO CONTACT US

If you have any questions about this Privacy Policy or the ways in which we handle your personal information or if you want to make a subject access request, please contact us at:

The Data Protection Team, Colchester United Community Foundation, JobServe Community Stadium, United Way, Colchester, Essex CO4 5UP

Email: dpo.cf@colchesterunited.net

However, if you remain dissatisfied with our response, you have the right to take the matter up with the United Kingdom Information Commissioner’s Office (ICO). The ICO is the UK’s independent body set up to uphold information rights.

You can contact the Information Commissioner via the ICO website at https://ico.org.uk/global/contact-us/.

LAST UPDATED: 21 Dec 2022