Privacy policy

Introduction 

Bletchley Boxing Community Hub (Charity no. 1207987) is dedicated to serving young  people and adults in Milton Keynes through a unique programme that combines non contact boxing and mentoring. As a competitive amateur boxing club, we offer  personalised training and guidance, aiming to foster both physical and personal  development among our members. Our initiatives are designed to engage participants  in a supportive community environment, promoting discipline, fitness, and well-being. 

This document is for you, if you are a supporter, customer, donor or supplier, future,  past or present. 

What is the purpose of this document? 

Bletchley Boxing Community Hub is committed to protecting the privacy and security of  your personal information. This privacy notice describes how we collect and use  personal information about in accordance with the General Data Protection Regulations  (GDPR). 

Bletchley Boxing Community Hub is the “data controller.” This means that we are  responsible for deciding how we hold and use personal information about you. Claire  Byrne, Chief Executive Officer is responsible for Data Protection within Bletchley Boxing  Community Hub 

Data subjects include: 

  • Trustees 
  • Corporate & Business Champions 
  • Donors 
  • Event specific volunteers 
  • Funders 
  • Supplier/Contractor of Services 
  • Customers purchasing our services such as schools 

We encourage you to read this notice carefully, together with any other privacy notices  we may provide on specific occasions when we are collecting or processing personal  information about you, so that you are aware of how and why we are using such  information. We may update this notice at any time. 

Data protection principles

We will comply with data protection law. This says that the personal information we  hold about you must be: 

  1. Used lawfully, fairly and in a transparent way 
  2. Collected only for valid purposes that we have clearly explained to you and not  used in any way that is incompatible with those purposes 
  3. Relevant to the purposes we have told you about and limited only to those  purposes 
  4. Accurate and kept up to date 
  5. Kept only as long as necessary for the purposes we have told you about 6. Kept securely 

The kind of information we may hold about you 

Depending on the circumstances, we may collect, store, a variety of categories of  personal information about you. Personal data, or personal information, means any  information about an individual from which that person can be identified. It does not  include data where the identity has been removed (anonymous data). Personal  information we may hold includes the following: 

  • Your name, address and contact details, including email address and telephone  number 
  • Financial information (where you are purchasing goods or services from us)  including bank details, accountants name and contact details 
  • Company information such as VAT number Company Registration number • Receipt record- names and addresses of donators 
  • Name of school, parental responsibility, contact details,  

identification/passport/health information/any other relevant information  disclosed by its members 

  • Pupil assessments, safeguarding and child protection forms, parents and pupil  registers, DBS records 
  • Financial information (where you are purchasing goods or services from us)  including bank details and contact details 
  • Notes of meetings, papers, action plans and other correspondence A separate privacy notice is available for employees and volunteers How your personal information is collected?

We collect this information in a variety of ways including directly from you or from third  parties where you have provided consent for your data to be passed to us. We will also  collect additional personal information in the course of you using our services. 

All personal data will be stored in our secure IT system and in the case of paper records,  in lockable cabinets. 

How we may use information about you 

We will only use your personal information when the law allows us to. Most commonly,  we may use your personal information in the following circumstances: 

  1. Where we are taking steps at your request prior to entering into a contract 2. Where we need to perform a contract which we have entered into with you 3. Where we need to comply with a legal obligation. 
  2. Where it is necessary for our legitimate interests (or those of a third party) and  your interests and fundamental rights do not override those interests 

We may also use your personal information in the following situations, which are likely  to be rare: 

  1. Where it is necessary to protect the vital interests of you or another person 2. Where it is needed in the public interest or for official purposes. Situations in which we may use your personal information 

Most of our data processing is carried out as a legitimate interest by a not-for-profit  body aimed at Sport, and Community support: 

  • processing relates only to members or former members (or those who have  regular contact with it in connection with those purposes); and 
  • there is no disclosure to a third party without consent 

We use this personal information to: 

  • To enable us to provide a service for the benefit of the public in particular young  people 
  • To administer records relating to these services 
  • 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)
  • To inform you of news, events, activities and services currently running in Milton  Keynes 
  • To deal with enquiries and complaints made by or about you 

Processing is also necessary for carrying out legal obligations in relation to Gift Aid or  under employment, social security or social protection law, or a collective agreement. 

Change of purpose 

We will only use your personal information for the purposes for which we collected it,  unless we reasonably consider that we need to use it for another reason and that  reason is compatible with the original purpose. If we need to use your personal  information for an unrelated purpose, we will notify you and we will explain the legal  basis which allows us to do so. 

We may process your personal information without your knowledge or consent where  this is required or permitted by law. 

Who has access to your data? 

Your personal data will be treated as strictly confidential information and will only be  shared within charity including employees, and Trustees only as required in pursuance  of their job/role function. 

We will also share your personal information with third parties where required by law,  where it is necessary to administer the working relationship with you or where we have  another legitimate interest in doing so. 

Bletchley Boxing Community Hub may share your data with following third parties: 

  • Professional advisers, lawyers, bankers, accountants and insurers based in the  United Kingdom. 
  • For gift aid purposes: HR Revenue & Customs, regulators and other authorities  based in the United Kingdom 

In addition, we may disclose your personal information: 

  • in connection with any legal proceedings or prospective legal proceedings 
  • in order to establish, exercise or defend our legal rights (including providing  information to others for the purposes of fraud prevention and reducing credit  risk) 
  • to any person who we reasonably believe may apply to a court or other  competent authority for disclosure of that personal information where, in our  reasonable opinion, such court or authority would be reasonably likely to order  disclosure of that personal information

All our third-party service providers are required to take appropriate security measures  to protect your personal information in line with our policies. We do not allow our third party service providers to use your personal data for their own purposes. We only permit  them to process your personal data for specified purposes and in accordance with our  instructions. 

Bletchley Boxing Community Hub does not share your data with other companies or  organisations to enable them to send their own marketing communications to you. 

If you require further information with regards to your personal data which may be  shared with third parties, please contact Claire Byrne, CEO. 

Cookies 

Our website uses Cookies – small text files that are placed on your machine  automatically and which can be removed by yourself if you wish. 

Cookies provide non-personal tracking data and help us to optimise the way our  website works for our users. Cookies identity your Internet browser, the type of  operating system you use, your IP address and the domain name of your Internet service  provider, and this non-personal information may be used by us for internal purposes,  including but not limited to using third party applications such as Google Analytics to  analyse what sorts of users are using our site, and improving the content of our website  pages for those users. 

For further information about Cookies, and for guidance on removing them from your  machine, please visit the All About Cookies website which provides information about  Cookies and their removal on all modern browsers. 

Security of your personal information 

Bletchley Boxing Community Hub have put in place appropriate security measures to  prevent your personal information from being accidentally lost, used or accessed in an  unauthorised way, altered or disclosed. 

We will store all the personal information you provide on our secure (password- and  firewall- protected) servers. Of course, data transmission over the internet is inherently  insecure, and we cannot guarantee the security of data sent over the internet. 

In addition, we limit access to your personal information to those employees,  contractors and other third parties who have a business need to know. They may only  process your personal information on our instructions and they are subject to a duty of  confidentiality. 

We have also put in place procedures to deal with any suspected data security breach  and will notify you and any applicable regulator of a suspected breach where we are  legally required to do so.

Data retention 

We will only retain your personal information for as long as necessary to fulfil the  purposes we collected it for, including for the purposes of satisfying any legal,  accounting, or reporting requirements.  

To determine the appropriate retention period for personal data, we consider the  amount, nature, and sensitivity of the personal data, the potential risk of harm from  unauthorised use or disclosure of your personal data, the purposes for which we  process your personal data and whether we can achieve those purposes through other  means, and the applicable legal requirements. 

In some circumstances we may anonymise your personal information so that it can no  longer be associated with you, in which case we may use such information without  further notice to you. We will retain and securely destroy your personal information in  accordance with applicable laws and regulations. Details regarding specific retention  periods of personal data can be provided on request. Please contact Claire Byrne with  any specific queries. 

Your duty to inform us of changes 

It is important that the personal information we hold about you is accurate and current.  Please keep us informed if your personal information changes during your relationship  with us. 

Your rights in connection with personal information 

Under certain circumstances, by law you have the right to: 

  • Request access to your personal information (commonly known as a “data  subject access request”). This enables you to receive a copy of the personal  information we hold about you and to check that we are lawfully processing it 
  • Request correction of the personal information that we hold about you. This  enables you to have any incomplete or inaccurate information we hold about you  corrected 
  • Request erasure of your personal information. This enables you to ask us to  delete or remove personal information where there is no good reason for us  continuing to process it. You also have the right to ask us to delete or remove  your personal information where you have exercised your right to object to  processing (see below) 
  • Object to processing of your personal information where we are relying on a  legitimate interest (or those of a third party) and there is something about your  particular situation which makes you want to object to processing on this 

ground. You also have the right to object where we are processing your personal  information for direct marketing purposes 

  • Request the restriction of processing of your personal information. This enables  you to ask us to suspend the processing of personal information about you, for  example if you want us to establish its accuracy or the reason for processing it 
  • Request the transfer of your personal information to another party. 

If you want to review, verify, correct or request erasure of your personal information,  object to the processing of your personal data, or request that we transfer a copy of your  personal information to another party, please write to Claire Byrne. 

No fee usually required 

You will not have to pay a fee to access your personal information (or to exercise any of  the other rights). However, we may charge a reasonable fee if: 

  • your request for access is clearly unfounded or excessive 
  • you request further copies of your data following a request 

What we may need from you 

We may need to request specific information from you to help us confirm your identity  and ensure your right to access the information (or to exercise any of your other rights).  This is another appropriate security measure to ensure that personal information is not  disclosed to any person who has no right to receive it. 

Right to withdraw consent 

In the limited circumstances where you may have provided your consent to the  collection, processing and transfer of your personal information for a specific purpose,  you have the right to withdraw your consent for that specific processing at any time. To  withdraw your consent, please write to Claire Byrne. 

Once we have received notification that you have withdrawn your consent, we will no  longer process your information for the purpose or purposes you originally agreed to,  unless we have another legitimate basis for doing so in law. 

Changes to this privacy notice 

We reserve the right to update this privacy notice at any time, and we will provide you  with a new privacy notice when we make any substantial updates. We may also notify  you in other ways from 

time to time about the processing of your personal information. 

If you have any questions about data protection or this privacy notice, please contact:

Contact details 

Claire Byrne, Chief Operating Officer, Bletchley Boxing Community Hub, 10 Burners  Lane, Kiln Farm, Milton Keynes, MK11 3HB 

Tel: 01908 151347 

Email : hello@bbch.org.uk 

Complaints to the ICO 

You have the right to make a complaint at any time to the Information Commissioner’s  Office (ICO), the UK supervisory authority for data protection issues.