Privacy Policy

Last updated: 30 October 2025

This Privacy Policy explains how Chilton Miners Welfare Recreation Ground (“we”, “us”, “our”) collects and uses personal information. We are committed to protecting your privacy and handling your data in a lawful, fair and transparent way.

Who we are (Data Controller)

Chilton Miners Welfare Recreation Ground
Miners Welfare Recreation Ground, c/o Chilton Town Council, Hutton House, Durham Road, Chilton, County Durham, DL17 0HE
Email: info@chiltonmwrg.org.uk
Telephone: 01388 721788

For the purposes of UK data protection law (UK GDPR and Data Protection Act 2018), the data controller is the Trustees of Chilton Miners Welfare Recreation Ground.

The data we collect

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

Identity & contact data: name, postal address, email address, phone number.
Booking & participation data: event/fixture bookings, facility hire details, team/club affiliation, attendance records, payment status.
Volunteer & trustee data: role applications, references, training and safeguarding confirmations, eligibility checks where required by law.
Donation & fundraising data: Gift Aid declarations, donation history.
Communications data: enquiries, complaints, feedback, correspondence.
Website & cookies: basic analytics (e.g., pages visited, IP address) and cookies (see “Cookies” below).
CCTV imagery (if in operation): for security and safety on the Recreation Ground and associated facilities. Signage will be displayed where CCTV operates.
Photography/video at events (where applicable): only with consent where required, particularly for identifiable images of children and vulnerable people.

We do not intentionally collect special category data unless strictly necessary (e.g., incident reports or accessibility needs) and will apply additional safeguards if we do.

How we use your data and our lawful bases

We process personal data only where there is a lawful basis under UK GDPR:

To administer facilities, events and bookings (performance of a contract or steps prior to a contract; legitimate interests in running community facilities).
To manage enquiries and provide customer service (legitimate interests).
To recruit and support volunteers/trustees (legitimate interests; legal obligations).
To meet legal and regulatory duties (legal obligation), including safeguarding and financial record keeping.
To communicate updates, community news or fundraising (consent for electronic marketing; legitimate interests for service notices).
To ensure site security and safety (legitimate interests; vital interests in emergencies) — including use of CCTV where in place.
To claim Gift Aid (legal obligation) where you have completed a declaration.

Where we rely on consent, you can withdraw it at any time by contacting us.

Sharing your data

We only share personal data where necessary and lawful. Typical recipients may include:

Chilton Town Council (administrative support as our correspondence address/care-of body).
Service providers (e.g., IT, email, website analytics, payment processing) under contracts that require confidentiality and data protection.
Regulators and authorities where required by law (e.g., HMRC for Gift Aid).
Emergency services or safeguarding bodies if necessary to protect individuals.

We do not sell your data. International transfers are not anticipated; if any occur (e.g., a cloud provider outside the UK), we will ensure appropriate safeguards are in place (such as UK Addendum to the EU SCCs).

Retention – how long we keep data

We keep personal data only as long as needed for the stated purposes and to meet legal requirements. Typical periods:

Bookings & enquiries: up to 2 years after the event/booking or final correspondence.
Financial records (including Gift Aid): 6 years after the end of the financial year.
Volunteer/trustee records: duration of role plus up to 6 years (longer if required for safeguarding).
CCTV (if used): usually 30 days unless footage is required for an investigation.
Marketing lists: until you unsubscribe or withdraw consent.

Your rights

You have rights under UK data protection law, including:

Access to your personal data
Correction of inaccurate or incomplete data
Erasure (in certain circumstances)
Restriction or objection to processing
Data portability (where applicable)
Withdraw consent at any time (where consent is our lawful basis)

To exercise these rights, contact us using the details above. We may need to verify your identity before acting on a request.

Cookies and website analytics

Our website may use essential cookies to make it work and optional analytics cookies to understand usage and improve services. Where required, we will ask for your consent for non-essential cookies. You can adjust your browser settings to refuse cookies, though some site features may not function properly.

If we use third-party analytics (e.g., basic, privacy-friendly analytics), we ensure only minimal personal data is processed and, where possible, IP addresses are truncated or anonymised.

Children and safeguarding

Where activities involve children or vulnerable adults, we process minimal personal data necessary for safety and participation, applying enhanced safeguards. Parental/guardian consent will be sought for photography or where consent is required by law or guidance.

Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration or destruction. Access is limited to those with a need to know.

Third-party websites

Our website may contain links to other sites. We are not responsible for the privacy practices or content of those sites. Please check their privacy notices.

Changes to this Policy

We may update this Policy from time to time. The latest version will be posted on our website and will show the effective date at the top.

Questions or complaints

If you have questions or concerns about how we handle your data, please contact us first:

Email: info@chiltonmwrg.org.uk
Telephone: 01388 721788
Postal: Miners Welfare Recreation Ground, c/o Chilton Town Council, Hutton House, Durham Road, Chilton, County Durham, DL17 0HE

You also have the right to complain to the UK Information Commissioner’s Office (ICO):
ico.org.uk | 0303 123 1113 | Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.