Privacy Policy

Limehouse Town Hall Consortium Trust (LTHCT) is committed to ensuring the highest standards of data protection. Our approach will always be open, informed and honest. Our Policy is informed by the General Data Protection Regulation (GDPR) that comes into effect on the 25th May 2018.


People whom this policy applies to

Our Privacy Policy and our commitment extends to all individuals that we process data for including:

  • Individuals using our website
  • Individuals who enquire about space hire
  • Individuals on our mailing list
  • Space hire users, including keyholders
  • Employees
  • Volunteers

Data LTHCT collects, its purpose and reason

Space Hire Users, Including Keyholders

Creative residents who hire studio space from LTHCT will have data collected to enable the Trust to adhere to its legal obligations. Data will be used for the sole purpose of the space hire including references, communicating the latest events in the building, communicating updates to any formal agreements, managing all aspects of the relationship between the Trust and the space user.

Creative residents who use space in collaboration with a space hire user, either formally or informally, will be required to submit data if they wish to become a keyholder. This information will be used to maintain the safety and security of the building.

The data will be stored for as long as necessary. Formal agreements with LTHCT will require some data to be held once the agreement has ended. The purpose of the data after this period is to allow the Trust to submit monitoring data to the London Borough of Tower Hamlets, government bodies and Trusts/Foundations that support the work of LTHCT.

Employees

LTHCT shall collect data on employees to meet our legal obligations. Data will be used to confirm an employee’s right to work in the UK, undertake references, process payroll and communicate matters in relation to their employment. Data will be shared with HMRC and other government bodies when required to do so.

Data that shall be collected and processed includes, but is not limited to; full name, date of birth, postal address, email address, bank details, employment history, medical details (if necessary).

Data will be held for seven years in line with employment law. Data regarding pensions will be held for as long as is necessary.

Contractors

LTHCT collects data on contractors, in line with our legal obligations. This data includes; full name, information included on invoices, information included in contracts. The information will be used only for the purpose for which it was collected, in line with the nature of the work/service undertaken.

Data will be stored for as long it is relevant, in line with our legal obligations.

Volunteers

Volunteers, including Trustees, are required to provide basic data in line with the nature of their role in the organisation. Information can include, but is not limited to; full name, date of birth, proof of right to hold a director post, emergency contact details.

Data will be held for as long as is required under charity law as well as Health and Safety law.

Statistical Data

LTHCT collects information from all website visitors using statistics tools. This information includes (but is not limited to) the date and time of visit, browser name and version, IP address and referring website. This information is used in evaluating and further developing the website for our online community.

Mailing List

When you sign up to our online mailing list we will collect the following data; email address, first name and last name. We collect email addresses to update you on the latest news in the Town Hall, events planned for the future and wider community news. Occasionally the mailing list may also support our fundraising efforts in our aim of restoring Limehouse Town Hall and in providing services to the local community.

Our mailing list is hosted through Mail Chimp. We will only ever use services of companies which are compliant with GDPR. Mail Chimp’s privacy policy can be found at:

https://mailchimp.com/legal/privacy/

We want our mailing list to be relevant and useful to people. Therefore, individuals who do not open our emails within a 12-month period will be removed. Should you wish to opt out of the mailing list, each email has an “unsubscribe” button at the bottom of the page. Alternatively, you can email [email protected]nhall.co.uk and request to be removed.

Contact Us Page

Our website has an online form for making initial contact with LTHCT. The information is emailed to us directly and is then stored for as long as is necessary for the purpose.

Event Hire and Queries

LTHCT handles initial queries regarding space hires and general events hires. For the purposes of assisting you we will hold the following data; first name, last name, organisation (if applicable), email address, phone number, date of query, date of proposed event.

Should an event hire query be confirmed, this information shall be passed onto the Boxing Club. The Boxing Club shall then handle the data for the purposes of setting up the event and store it within the parameters of their own privacy policy.

For our own monitoring purposes, LTHCT will store the following information for 18 months following the initial query; first name, last name, organisation, date of query and date of proposed event. This information will be shared internally and also for relevant funding applications and monitoring.

How we store data 

LTHCT stores paper files in its locked office at:

Limehouse Town Hall Consortium Trust

646 Commercial Road

London
E14 7HA

Data stored within the office are accessible only to Board members and relevant employees/volunteers/contractors. Paper files shall be stored for as long as is required by law. For example, financial records must be held for 7 years.

Electronic files are stored on a shared Google Cloud – accessible to only those that require it. Google Cloud has made a commitment to adhere to the GDPR law in force, it can be found at:

https://cloud.google.com/security/gdpr/

All Trust computers are password protected and accessible only to the relevant people within the organisation.

Rights of those whom LTHCT holds data 

Under the GDPR, anyone whose data we store has a set of rights. These are as follows:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erase
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling

For information on what these rights mean, please visit the ICO website:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If you should wish to exercise one of these rights, please email us at [email protected] and we will be happy to help. Given the part time and volunteer nature of our organisation, we will endeavour to respond as soon as possible. However please be advised that this could be up to one calendar month.

Complaints 

If you feel that LTHCT has mishandled your data you should first approach us at [email protected] – we will do our best to resolve your query to your satisfaction. If you are not happy with our response, you should then contact the ICO through their website:

https://ico.org.uk/concerns/handling/