Privacy Policy

How we collect, use, and protect your personal information.

Last updated: December 2024

1. Introduction

Saintfield Community Association ("SCA", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or interact with us.

We are a registered charity (No. 103001) and company (No. NI615667) based in Northern Ireland. We act as the data controller for the personal information we process.

2. Information We Collect

2.1 Information You Provide

We may collect personal information that you voluntarily provide, including:

Name and contact details (email, phone number, address)
Donation information and payment details
Gift Aid declarations
Volunteer application information
Event registration details
Newsletter subscription preferences
Feedback and correspondence

2.2 Information Collected Automatically

When you visit our website, we may automatically collect:

IP address and browser type
Device information
Pages visited and time spent
Referring website
Cookie data (see our Cookie Policy below)

3. How We Use Your Information

We use your personal information to:

Process donations and Gift Aid claims
Respond to enquiries and provide support
Manage volunteer applications and activities
Send newsletters and updates (with your consent)
Administer events and bookings
Improve our website and services
Comply with legal obligations

4. Legal Basis for Processing

Under UK GDPR, we process your data based on:

Consent: When you opt-in to newsletters or marketing
Contract: To fulfil bookings or membership services
Legitimate interests: To process donations, manage volunteers, and improve services
Legal obligation: To comply with Gift Aid regulations and financial reporting

5. Data Sharing

We may share your information with:

HMRC: For Gift Aid claims
Payment processors: To process donations securely
Service providers: Who assist with our operations (email, website hosting)
Regulatory bodies: When required by law

We do not sell, trade, or rent your personal information to third parties for marketing purposes.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including encryption, secure servers, and access controls. However, no method of transmission over the Internet is 100% secure.

7. Data Retention

We retain personal data for as long as necessary to:

Fulfil the purposes for which it was collected
Comply with legal and regulatory requirements
Resolve disputes and enforce agreements

Gift Aid records are retained for 6 years as required by HMRC. Financial records are retained for 7 years.

8. Your Rights

Under UK GDPR, you have the right to:

Access: Request a copy of your personal data
Rectification: Request correction of inaccurate data
Erasure: Request deletion of your data (subject to legal obligations)
Restriction: Request limited processing of your data
Portability: Request transfer of your data
Object: Object to processing based on legitimate interests
Withdraw consent: Withdraw consent at any time (for consent-based processing)

To exercise these rights, contact us at privacy@discoversaintfield.net.

9. Cookies

Our website uses cookies to enhance your experience. Cookies are small text files stored on your device.

We use:

Essential cookies: Required for website functionality
Analytics cookies: To understand how visitors use our site (Google Analytics)

You can manage cookie preferences through your browser settings.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to read their privacy policies.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

12. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact us:

Saintfield Community Association
19 Windmill Road
Saintfield, Co. Down
BT24 7DX

Email: privacy@discoversaintfield.net

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.