PRIVACY POLICY

South Wimbledon Community Association

Last updated: 7 July 2026

1. INTRODUCTION

South Wimbledon Community Association ("we", "us", "our") is committed to protecting your privacy and handling your personal data responsibly. This privacy policy explains how we collect, use, store and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are a charity / non-profit (Company number: 285705). Hall Hire Venue

2. DATA CONTROLLER

The data controller responsible for your personal data is:

South Wimbledon Community Association

78 Victory Road

Wimbledon

SW19 1HN

Email: swcacommunity@btconnect.com

Telephone: 0208 540 4539

For data protection enquiries, please contact us using the details above.

3. PERSONAL DATA WE COLLECT

We may collect and process the following categories of personal data:

Name and contact details; Phone number; Email address; Postal address.

We collect this information when you:

• Contact us via our website, email, phone or in person

• Create an account or register with us

• Make a purchase or enquiry

• Subscribe to our newsletter or marketing communications

• Use our website or services

• Interact with us on social media

4. HOW WE USE YOUR DATA

We use your personal data for the following purposes:

• To provide our products and services to you

• To respond to your enquiries and requests

• To process transactions and send related information

• To send you technical notices and support messages

• To communicate with you about products, services, offers and events (where you have consented or we have a legitimate interest)

• To personalise and improve your experience

• To monitor and analyse trends, usage and activities

• To detect, prevent and address fraud and security issues

• To comply with legal obligations

5. LAWFUL BASIS FOR PROCESSING

We process your personal data on the following legal bases:

• Contract: Processing necessary for the performance of a contract with you, or to take steps at your request before entering into a contract

• Legal obligation: Processing necessary to comply with legal requirements

• Legitimate interests: Processing necessary for our legitimate business interests, provided these do not override your rights

• Consent: Where you have given explicit consent, particularly for marketing communications

6. DATA SHARING

We may share your personal data with:

Analytics providers (Google Analytics, etc.).

We will only share your data where necessary for the purposes outlined in this policy and in compliance with data protection law. We require all third parties to maintain appropriate security measures and to process your data only in accordance with our instructions.

We do not sell your personal data to any third party.

7. DATA RETENTION

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting or reporting requirements.

The retention period depends on the context:

• Transaction records: 6 years for tax and accounting purposes

• Marketing preferences: Until you unsubscribe or withdraw consent

• Website analytics: Typically 26 months

• Customer enquiries: 2 years after last contact

After the retention period, your data will be securely deleted or anonymised.

8. DATA SECURITY

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure or destruction. These measures include:

• Secure, encrypted connections (HTTPS) for data transmission

• Password protection and access controls

• Regular security updates and monitoring

• Staff training on data protection

9. YOUR RIGHTS

Under data protection law, you have the following rights:

• Right of access: Request a copy of the personal data we hold about you

• Right to rectification: Request correction of inaccurate or incomplete data

• Right to erasure: Request deletion of your data in certain circumstances

• Right to restrict processing: Request limitation of how we use your data

• Right to data portability: Receive your data in a structured, commonly used format

• Right to object: Object to processing based on legitimate interests or for marketing

• Right to withdraw consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us using the details in Section 2. We will respond to your request within one month.

10. COOKIES

Our website uses only essential cookies necessary for the site to function correctly. These cookies do not track your browsing activity or collect personal information for marketing purposes.

11. MARKETING

We may send you marketing communications about our products and services where we have a legitimate interest to do so, such as when you have previously purchased from us. You can opt out at any time by contacting us or using the unsubscribe link in our emails.

12. INTERNATIONAL TRANSFERS

We primarily process your data within the UK and European Economic Area. Where we transfer data outside these areas, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the UK Information Commissioner's Office.

13. CHANGES TO THIS POLICY

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting a notice on our website or contacting you directly.

14. COMPLAINTS

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office

Wycliffe House, Water Lane

Wilmslow, Cheshire SK9 5AF

Website: https://ico.org.uk

Telephone: 0303 123 1113

We would appreciate the opportunity to address your concerns before you contact the ICO. Please contact us in the first instance using the details in Section 2.

15. CONTACT US

If you have any questions about this privacy policy or how we handle your personal data, please contact us:

South Wimbledon Community Association

78 Victory Road

Wimbledon

SW19 1HN

Email: swcacommunity@btconnect.com

Telephone: 0208 540 4539

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