Privacy, Cookies and Legal Notices

Privacy Notice

This privacy notice describes how West Wight Sports and Community Centre Trust Ltd collects and processes personal data about you, how we use and protect data, and your rights over that data.

Personal data we collect

We do not collect personal data about you unless you choose to provide it to us, in which case the categories of personal data that we collect directly from you may include:

• personal details (e.g., name, gender, age);

• contact details (e.g., telephone number, email, postal address);

• service interests and opinions (e.g., services, activities or events in which you are interested, consumer survey responses);

• bookings and attendance for services, activities or events;

• queries, complaints or information needed to establish a query or complaint about a service, activity or event;

• financial data including bank or credit card details to take payments for services, activities or events;

• vehicle details to administer car parking on our premises;

• health data where it is provided by you to assess the risk or suitability of a service, activity or event, e.g., pre-existing medical conditions of which we need to be aware, or as a part of our duty to protect your health and safety whilst on our premises or engaged in services, activities or events associated with us; or

• other personal data provided by you.

In addition, we may collect information automatically using CCTV, website cookies and other device identifying technologies.

Personal data about children

We collect personal data about individuals under the age of 18 to provide our services, activities and events where children participate. Where there is a need to process personal data about children, we will where possible collect that data from a parent / guardian, and will obtain consent from the parent/guardian as necessary. We do not knowingly engage in direct marketing activities to individuals under the age of 18.

CCTV

We operate recorded CCTV on our premises to:

• prevent, detect, and investigate crime;

• protect us and our employees and volunteers against fraud, theft, or damage;

• maintain discipline and uphold our policies, standards, and procedures;

• maintain operational health and safety in the workplace;

• monitor the correct function and quality of our facilities;

• investigate alleged incidents, accidents and wrongdoing;

• manage site vehicle movements and parking; and

• preserve evidence of incidents.

We may share recorded CCTV footage with third parties where there is a lawful basis to do so, including but not limited to investigate incidents, exercise or defend legal claims, report on health and safety incidents, evidence insurance claims, or where we are required to do so by law enforcement authorities.

How we use personal data about you

We use personal data to:

• provide you with service, activity or event information;

• administer to your use of our services, activities or events;

• contact you for your opinions on our services, activities or events;

• deal with queries and complaints;

• improve our website, services, activities or events, and to deliver content that is relevant to your interests;

• comply with legal obligations to which we are subject, and cooperate with regulators, supervisory authorities and law enforcement bodies; or

• exercise our legal rights where it is necessary to do so, for example to exercise or defend claims or violations of law.

We use personal data with your consent, or where it is necessary to:

• enter into a contract and deliver services, activities or events for you;

• comply with a legal obligation; or

• for our own lawful interests or those of other organisations, provided your rights don’t override these.

We will only use personal data about you for the purpose it was collected for or closely related purposes and will inform you or seek your consent if we need to use it for other purposes.

We do not use personal data for profiling or automated decision-making that may have a legal effect on you.

Sharing personal data

We share personal data with third parties in the following circumstances:

• Third-party service, activity or event providers who offer services, activities or events on behalf of us, or use our premises or brand to provide services, activities or events;

• Website and communications providers who offer web design, administration, and hosting services to operate our website, email or direct mailing services;

• Insurers who may require personal data to administer insurance claims;

• Recruiters acting on our behalf;

• Third-party information systems providers who operate systems on our behalf such as email, office software, customer services, personnel and payroll;

• law enforcement agencies, courts, regulators, government authorities or other third parties where we are under a legal or regulatory obligation to do so, or otherwise to protect our rights or the rights of any third party.

We may share personal data with any third party that purchases, or to which we transfer, our assets. Should such a sale or transfer occur, the third party will be subject to applicable data protection laws and obligations.

In the event that personal data may be transferred to, stored, and processed in a country that is not regarded as ensuring an adequate level of protection for personal data under United Kingdom or European Union law, we put in place appropriate legal and technical safeguards to ensure that personal data is adequately protected.

Storage

We keep personal data for no longer than required for the purpose of processing,

including where we need to keep it to:

• operate our services, activities and events;

• maintain business records for analysis and/or audit purposes;

• comply with record retention obligations;

• exercise or defend legal claims; or

• deal with queries or complaints you may have.

Security

We use security policies, technologies, and training to safeguard personal data from improper access, use, alteration, destruction and loss. Where we share your personal data with other companies as described above, we require those companies to process your personal data to an equivalent level of security.

Your rights

You have rights regarding personal data about you, including the rights to:

• request copies of personal data we hold about you (including in a usable electronic format) and details of how we use that data;

• correct inaccurate personal data;

• request that we erase personal data;

• request restriction of how we use personal data; or

• withdraw any consent you may have given, or object to our use of personal data.

If you would like to exercise these rights, please contact us using the contact details below.

Contact us

West Wight Sports and Community Centre Trust Ltd (charity number 273334) is the controller responsible for the personal data that we collect and process and is registered as a fee-payer with the Information Commissioner’s Office number ZA225547. You can contact us at West Wight Sports and Community Centre, Moa Place, Freshwater, PO40 9XH, or telephone 01983 752168, or email info@westwight.org.uk.

If you are not satisfied with our response, or you believe our personal data processing is not in accordance with the law, you have the right to complain to the Information Commissioner’s Office (ICO) by calling +44 (0)303 123 1113, or by visiting ico.org.uk/make-a-complaint/

Changes

We may modify or update this notice from time to time, and if changes have a substantial impact on how we process personal data about you, then we will contact you to give you the opportunity to exercise your rights such as objecting to the processing.

Cookies:

What are cookies?

A Cookie is a piece of data stored by a website within a browser which remembers things that a browser has done in the past, such as logging in and which pages were visited. They are used to make interaction with the website faster and easier; helping provide the best user experience of the website.

What Cookies does this website use?

The cookies used on our websites have been categorised based on the guidelines found in the ICC UK Cookie guide. Here is a list of the cookies present on this site and what they do:

• Functional Cookies: These cookies are used to tailor the website to you by storing your preferences, and to enable certain functionality within the site.

• Local storage cookies: These monitor whether a cookie consent box has already been shown and clicked by a user or not.

• Google Analytics: Tracks site usage to help us identify ways of improving the site.

• MailChimp: We use MailChimp to manage our email lists, and a MailChimp cookie may track your interactions with our site as a result of receiving and opening an email sent on our behalf.

• Social Media: If you click through links to our social media presence (e.g., Facebook, Instagram, X) then a cookie may be used to direct you to the correct account and track the source of the link.

Cookies are used throughout our websites and disabling them may prevent you from using certain parts of the sites. If you want to disable Cookies completely, your browser may include tools to help you to manage cookies on your device.

Legal Notices

When you use this website and other online services provided by West Wight Sports and Community Centre Trust Ltd, your use of the site and its contents is subject to these Conditions of Use and all applicable laws. By accessing and using this Site you accept and agree to these without limitation or qualification.

Who are We?

This website is owned and operated by West Wight Sports and Community Centre Trust Ltd, Moa Place, Freshwater, PO40 9XH, telephone 01983 752168, email info@westwight.org.uk.

General Restrictions

This site may only be used by you for your own personal, non-commercial use. You may not copy, reproduce, reuse, adapt, retransmit, publish, post, upload, modify, broadcast or distribute any site content in any way, including for any public or commercial purpose whatsoever, without our prior written consent. Where we provide specific functionality on the site to allow you to share site content, then you may share site content using that functionality.

You may not send any material to or via the site (including via any site functionality which allows you to share site content) that is unlawful, harmful (including any virus or malware), threatening, libellous, defamatory, obscene, scandalous, inflammatory, pornographic, indecent or profane or that could constitute or encourage a violation of any law or is likely to offend. We may review, edit or delete material you or others send to this site.

Waiver

We have made all reasonable efforts to ensure that all information provided through the site is accurate at the time of inclusion, however, there may be inadvertent and occasional errors. We make no representations or warranties about the information provided, including hypertext links or any other items used either directly or indirectly from the site, and reserve the right to make changes and corrections at any time, without notice. We accept no liability for any inaccuracies or omissions in the site and any decisions based on information contained on this site are the sole responsibility of the visitor. We accept no liability for any direct, special, indirect or consequential damages, or any other damages of whatsoever kind, resulting from whatever cause through the use of any information obtained either directly or indirectly from the site.

Ownership of material

Subject to the terms in our Privacy Notice, any material you send to us, either by email, upload, post or otherwise transmitted, will be deemed non-confidential and non- proprietary. This includes data, questions, comments, suggestions, ideas or other information, material or property.

Trademarks

All trademarks on this site are registered trademarks belonging to their respective owners.

Copyright

The design and contents of this web site are copyrighted by West Wight Sports and Community Centre Trust Ltd, a charity registered in the UK number 273334. Visitors may not copy, distribute, sell, publish, display, transmit, reproduce or decompile any part of the material by any means (electronic or not) or for any purpose including in any derivative works.

Jurisdiction

The Site is controlled and operated from our registered office (regardless of where hosting servers are located). All matters relating to the site are governed by the laws of England and Wales and the venue for any legal proceeding relating to the site shall be in appropriate courts located in England.

Payments

We accept Visa, Mastercard, Maestro and JCB for online payments.

Updates to this notice

This notice was last updated on 12 February 2025.