Privacy Policy
Your privacy matters to us. This policy explains how we collect, use, and protect your personal data.
In Simple Terms:
We only collect information we need to run our website and services. We do not sell your data. You control what you share with us. Any personal data you provide is handled in accordance with UK GDPR.
1. What Data We Collect
- IP address (anonymous analytics only)
- Page views and referral source
- Browser type and device
- Email address
- Name
- Password (encrypted)
- Login timestamps
- Activity logs
- Messages sent via contact forms
- Email correspondence
- Phone number (if provided)
2. How We Use Your Data
Provide content, manage accounts, and send notifications
Login monitoring, fraud prevention, activity logging
Visitor analytics, performance monitoring
Respond to enquiries, send announcements
3. Legal Basis for Processing (UK GDPR)
Legitimate interests – we use analytics and security measures to protect and improve the website.
Contractual necessity – we process your data to provide the service you requested.
4. Data Sharing
We share data only in these limited circumstances:
- Service Providers – hosting, email, and IT support (all UK-based, GDPR-compliant)
- Legal Requirements – court order, police request, or legal obligation
We never share your data for marketing purposes or with third-party advertisers.
5. Your Rights Under UK GDPR
To exercise any of these rights, contact us at sandyscommunitycentre@gmail.com. We will respond within one month.
6. Data Retention Periods
- Contact form enquiries – 12 months after last contact
- Account information – retained while account is active, plus 30 days after closure
- Technical / usage data – 26 months (for analytics)
- Activity logs – retained for 365 days
7. Cookies
Our Site uses essential cookies (which work without consent) and analytics cookies (which require your consent).
When you first visit the Site, you will see a cookie banner asking you to accept or reject non-essential cookies.
| Type of cookie | Purpose | Consent required? |
|---|---|---|
| Essential | Site functionality (login, security) | No |
| Analytics | Understand how visitors use the Site | Yes |
You can change your cookie preferences at any time via your browser settings.
8. Children's Privacy
Our Site is not directed at children under 13. We do not knowingly collect personal data from children under 13 without verifiable parental consent.
If you believe a child under 13 has provided us with data, please contact us immediately and we will delete it.
9. Data Security
We take security seriously and use appropriate technical and organisational measures to protect your data, including:
- Secure (HTTPS) connections
- Regular software updates and patches
- Access controls for staff
- Routine backups
If a data breach occurs that is likely to risk your rights and freedoms, we will notify you and the ICO within 72 hours.
10. Changes to This Privacy Policy
We may update this policy from time to time. The "Effective Date" at the top indicates when changes were last made. Significant changes will be notified via the Site or by email.
11. Contact Us
For any privacy concerns, data requests, or questions about this policy, please contact us at:
Sandy's Community Centre
76 Craigmillar Castle Avenue
Edinburgh, EH16 4DW
Email: sandyscommunitycentre@gmail.com
12. Your Right to Complain to the ICO
You have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you are unhappy with how we have handled your data.
- Website: www.ico.org.uk
- Phone: 0303 123 1113
- Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
We would appreciate the chance to resolve any concerns first, so please contact us before approaching the ICO.