Privacy Policy

The Grove Neighbourhood Centre

Registered Charity no. 287904


Your personal data – what is it?

“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, address, telephone number). Identification can be by the information alone or in conjunction alone or in conjunction with any other information. The processing of personal data is governed by the Data Protection Act 208, the General Data Protection Regulation 2016/689 (the “GDPR: and other legislation relating to personal data and rights such as the Human Rights Act 1998.)

Who are we?

This Privacy Notice is provided to you by the Grove Neighbourhood Centre which is the data Controller for your data.

The Grove Neighbourhood Centre was set up as a charity in the early 1980’s. The Centre is self-funding with most of our costs met from the hire of our rooms and halls. Donations and fundraising events help us to cover the rest.

As an important local community resource, our premises provide for a wide range of activities: Toddlers Play Groups, Health and Fitness Classes, Social Dancing Lessons, Support Groups (AA,GA,NA), Art Classes, and Weekly Lunch Club.

What data does the data controller listed above process?

We will process some or all of the following where necessary to perform these tasks:

Names and titles.

Contact details such as telephone numbers, addresses, email addresses, Facebook and Twitter accounts.

How do we process your personal data?

The data controller will comply with their legal obligations to keep personal data up to date; to store and destroy it securely; to not collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data.

We use your personal data for some or all of the following purposes:

To enable us to meet all legal and statutory obligations;

To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments;

To deliver our activities within the Borough, and to carry out any other voluntary or charitable activities or the benefit of the public as provided for in the constitution and statutory framework of the data controller;

To fund raise and promote the financial interests of the Grove Neighbourhood Centre as a charitable organisation;

To maintain our own accounts and records;

To process a donation that you have made;

To seek your views or comments;

To notify you of changes to our services, events and organisation;

To send you communications which you have requested and that may be of interest to you.  These may include information about our classes; room/hall hire; and fund raising activities such as our Spring and Autumn Fetes;

To process a grant or application for the Centre;

To enable us to provide a voluntary service for the benefit of the public within the Borough.

What is the legal basis for processing your personal data?

Mostof our data is processed because it is necessary for our legitimate interests to provide room/hall hire; classes at the Centre; and charitable activities within the Borough. We will always take into account your interests, rights and freedoms.

We may also process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. An example of this would be processing your data in connection with hire of the Centre’s facilities as described above; or using the services of the room and hall hirers at our Centre.

Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use.

Sharing your personal data

Your personal data will be treated as strictly confidential. It will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us your prior consent. Such third parties may include:

 Our agents, servants and contractors. For example, we may ask a commercial provider t send out newsletters on our behalf, or to maintain our database software:

Other persons or organisations operating within the Borough;

Other Charities with which we are carrying out joint events or activities.

Note to Room and Hall Hirers

Any Hirer operating their business at the Centre should be aware that e-mail addresses provided for business purposes may be added to the GNC’s main distribution list, for news of our activities:- coach trips, special events, and Spring & Autumn Fetes. If they do not want to be added to this list, or wish their information to be altered or deleted, can they please contact the Data Manager by e-mail.

Note to Clients of Room and Hall Hirers

Any contact details you give to a hirer (e.g. e-mail addresses, etc.) will be managed by that particular person, not the Centre.

How long do we keep your personal data?

We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits. In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed.

Your rights and your personal data

You have the following rights with respect to your personal data:

When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases w will need you to respond with proof of your identity before you can exercise these rights.

The right to access information we hold on you

At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from.  Once we have received your request we will respond within one month.

There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.

The right to correct and update the information we hold on you 

If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.

The right to have your information erased

If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold.

When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purposes).

The right to object to processing of your data

You have the right to request that we stop processing your data. Upon receiving the request, we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data.  Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.

The right to data portability

You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.

The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought.

You can withdraw your consent easily by telephone, email, or by post (see Contact Details heading below).

The right to object to the processing of personal data where applicable.

The right to lodge a complaint with the Information Commissioner’s Office.

Further processing

If we wish to use your personal data for a new purpose, not covered by this 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.

Contact Details

Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:

The Data Controller

The Grove Neighbourhood Centre

7 Bradmore Park Road


London W6 ODT

Tel. no 020 8741 3321


You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.