CROSSOVER PRIVACY NOTICE ON PROTECTION OF PERSONAL DATA
1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data (for example a
name, photographs, videos, email address, or address). Identification can be by the
information alone or in conjunction with any other information in the data controller’s
possession or likely to come into such possession. The processing of personal data is governed
by the General Data Protection Regulation (‘GDPR’).
2. Who are we?
Crossover (Liss Youth Centre) is the data controller (contact details are below). On behalf of
Crossover, the Trustees and the Centre Manager decide how your personal data is processed
and for what purposes
3. How do we process your personal data?
Crossover complies with its obligations under the GDPR by keeping personal data up to date;
by storing and destroying it securely; by not collecting or retaining excessive amounts of data;
by protecting personal data from loss, misuse, unauthorised access and disclosure and by
ensuring that appropriate technical measures are in place to protect personal data.
Crossover may use your personal data for the following purposes: –
*To enable Crossover to provide a voluntary service for the benefit of the young people of
Liss;
*To administer personal details of the Youth Centre users, staff, trustees, volunteers and
donors and to maintain attendance records;
*To fundraise and promote the interests of Crossover;
*To maintain our own accounts and records (including the processing of gift aid
applications);
*To inform you of news, events, activities and services running at Crossover;
*To enable Crossover to meet all legal and statutory obligations;
*To carry out safeguarding procedures (including due diligence and complaints handling) in
accordance with best safeguarding practice with the aim of ensuring that all young people
are provided with safe environments;
*To seek your views or comments;
*To notify you of changes to our services, events and staffing;
*To send you communications which you have requested and that may be of interest to
you. These may include information about campaigns, appeals, other fundraising
activities;
*To process a grant or application.
4. What data does the data controller listed above process?
The data controller will process some or all of the following where necessary to perform their
tasks:
*Names, titles, and aliases, photographs;
*Contact details such as telephone numbers, addresses, and email addresses;*Where they are relevant to our mission, or where you provide them to us, we may process
demographic information such as gender, age, date of birth, marital status, nationality,
education/work histories, academic/professional qualifications, hobbies, family
composition, and dependents;
*Where you make donations or pay for activities such as use of a Crossover facilities,
financial identifiers such as bank account numbers, payment card numbers,
payment/transaction identifiers, policy numbers, and claim numbers;
*The data we process is likely to constitute sensitive personal data.
5. What is the legal basis for processing your personal data?
*Explicit consent of the data subject so that we can keep you informed about news, events,
activities and services and process your gift aid donations and keep you informed about
events in which Crossover is involved.
*Processing is necessary for carrying out obligations under employment, social security or
social protection law, or a collective agreement;
6. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other
members of Crossover in order to carry out a service for Crossover. We will not share your
data with third parties. The only exception to this is in the case of a Safeguarding issue, when
Crossover may be obliged to pass limited information to the appropriate agency.
7. How long do we keep your personal data?
*We keep personal data of young people who attend Crossover until they no longer attend,
either because of age or because they leave the area. Contact details for parents of
attendees are kept for the same timescale.
*Similarly we keep data of trustees, staff and volunteers while they are involved with
Crossover.
*We keep records of attendance for statistical and fundraising purposes and to answer
queries on future complaints.
*We keep staff data and data of donors to Crossover, gift aid declarations and associated
paperwork for up to 6 years after the calendar year to which they relate to comply with
HRMC rules.
8. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to
your personal data: –
*The right to request a copy of your personal data which Crossover holds about you;
*The right to request that Crossover corrects any personal data if it is found to be
inaccurate or out of date;
*The right to request your personal data is erased where it is no longer necessary for
Crossover to retain such data;
*The right to withdraw your consent to the processing at any time;
*The right to request that the data controller provide the data subject with his/her personal
data and where possible, to transmit that data directly to another data controller (known
as the right to data portability);
*The right, where there is a dispute in relation to the accuracy or processing of your
personal data, to request a restriction is placed on further processing;
*The right to object to the processing of personal data, (where applicable)
*The right to lodge a complaint with the Information Commissioner’s Office.
When exercising any of the rights listed above, in order to process your request, we may need
to verify your identity for your security.
9. Transfer of data abroad
Any electronic personal data transferred to countries or territories outside the EU will only be
placed on systems complying with measures giving equivalent protection of personal rights
either through international agreements or contracts approved by the European Union. Our
website is also accessible from overseas so on occasion some personal data may be accessed
from overseas.
10. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection
Notice, then we will provide you with a new notice explaining this new use prior to
commencing the processing and setting out the relevant purposes and processing conditions.
Where and whenever necessary, we will seek your prior consent to the new processing.
11. Contact Details
To exercise all relevant rights, queries or complaints, in the first instance please contact The
Centre Manager (Crossover is the data controller) at Crossover, St Mary’s Church Hall, Station
Road, Liss GU33 7AQ, email: Georgie@CrossoverLiss.org.uk , telephone: 01730 892981.
You can contact the Information Commissioners Office on 0303 123 1113 or via email
https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office,
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.