Cambridge Sport Lakes Trust Privacy Policy 

Who we are

Cambridge Sport Lakes Trust is a registered charity established for the creation and operation of a multi-sport lakes and park in Cambridgeshire together with facilities, training and coaching.

The Trust took over management of Milton Country Park from South Cambridgeshire District Council on April 1st 2008. 

At the park the Trust runs a varied programme of activities and events and is committed to creating better access to outdoor sport, leisure and education for all. 

In order to operate our core business we need to collect and store personal information.  Our supporters, visitors and partnerships are important to us and we're committed to keeping your data safe.  This document explains how and what information we collect from you, and for what purpose.

Legal Status

Cambridge Sport Lakes Trust is registered with the Information Commissioner's Office. 
Cambridge Sport Lakes Trust is a charitable company limited by guarantee and not having a share capital.  Cambridge Sport Lakes Trust was incorporated under the Companies Act 1985 and has been authorised to dispense with the word ‘limited’ in its name.  Registered in England, Number: 2963773.

Registered Charity Number: 1040693.

What data we collect and how we use it

The type and quantity of data we collect and use depends on why you have provided it and can include; name, date of birth, address, telephone number, emergency contact information and only when absolutely necessary special category information such as medical information.

We will only collect, use and otherwise handle your personal data:

  • where you have consented to this for specified, explicit and legitimate purposes
  • where this is necessary to fulfil legal obligations that apply to us
  • where it is necessary for our legitimate interests relating to running our daily operations, as long as, in each case, these interests are in line with applicable law and your legal rights and freedoms
  • where we have a contract with the individual and need to process their personal data to comply with our obligations under that contract.

You can request more information or change how we contact you at any time, simply by contacting us at mcp@cambridgesportlakes.org.uk or calling 01223 420060.

Bookings and services

We offer a wide range of activities, events, hiring opportunities and services at Milton Country Park. 

In order to provide these services we will need to collect your contact details, and any other data that is relevant to delivering the service to you.

This information will only be used for the purposes of the service requested and is not shared with third parties.  We may need to share information with partner organisations, or third party providers e.g self-employed instructors but only if needed for the purpose of delivering that service, and as would be reasonably expected by the service user.

We will keep the data for a maximum of six years, in line with contracts and government regulations.

Special Category Information

At times we may need to collect information regarding health or medical history if relevant to the delivery of our activities and services.  This information is only used for the purpose of keeping participants safe during this time and is only collected with the explicit consent of the participant.  We recognise this data as ‘special category information’ and as such take extra steps to ensure it is kept private.

Website

When someone visits www.miltoncountrypark.org or www.cambridgesportlakes.org.uk we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns.  We do this to find out information, such as the number of visitors to the various parts of the site. 

Our website is provided by Squarespace.  Squarespace uses cookies to help our website run effectively.  You can read more about how Squarespace uses cookies on our website here: https://support.squarespace.com/hc/en-us/articles/360001264507

If we want to collect personal data through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.  We will collect any questions, queries and feedback you leave. This will include your email address if you send us an email, your IP address, and which web browser (and version) you use.  Information on how people use the site, through cookies and page tagging, helps us improve our website and our services.

We might also obtain your personal data through your use of social media such as Facebook or Twitter or LinkedIn, depending on your settings or the privacy policies of these social media and messaging services. To change your settings on these services, please refer to their privacy notices, which will tell you how to do this.

We use G-Suite for storing information electronically and this data is only available to authorised members of staff.  For more information please see Google’s privacy policy here: https://policies.google.com/privacy

 

E-newsletters

We use a third-party provider, Mailchimp, to deliver our e-newsletters.  We collect statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter.  For more information, please see Mailchimp’s Privacy Notice.

 

Donations

We use third-party providers, JustGiving and BT MyDonate for the collection of donations and Gift Aid.  For more information about how these services collect and use your data please see their privacy notices:

JustGiving:  https://www.justgiving.com/info/privacy-policy-versions/privacy-policy-v20

BT MyDonate: https://www.btplc.com/mydonate/aboutmydonate/Privacypolicy/index.aspx

 

Volunteers

If you volunteer with us, or enquire about our volunteering opportunities, we will usually collect your name, contact details, emergency contact details, availability to volunteer, and any medical information which may affect your work with us.

We collect this data so that we can contact you about volunteering opportunities that come up; so that we ensure the safety of our volunteers, staff and visitors; and to help us anonymously measure and report on our volunteering programmes.

We will keep this data for two years after you stop volunteering for us.

 

Photography

Photos are occasionally taken during our events and activities at Milton Country Park.  Consent, or parental consent if under 18, is always sought when images are used for the purpose of marketing or on our website and social media platforms. 

We keep these images stored in a secure location and will only use them with the subject’s permission.

 

CCTV

We use CCTV at Milton Country Park for the purpose of security in compliance with the Data Protection Act 1998.  Images will only ever used and stored for this purpose and only viewed by authorised personnel.

 

Research and surveys

Part of the work we do involves carrying out research to help improve and understand our business and for the purposes of seeking funding.  If you agree to take part, we will record responses to questions that you give us, and we may request your personal details.

This data will be used to fulfil our research objectives, and may be shared for relevant projects. Your data will remain anonymous unless you consent to it being disclosed.

Any identifying data we collect will be kept for five years.

 

Complaints

Should you wish to register a complaint we will collect your name, contact details and details about the complaint to enable us to respond, monitor and improve our organisation.

This data will be shared with any parts of our organisation or any third parties who are involved in resolving the complaint, for example, agencies that we have partnered with.

We will hold this data for six years.

If you are at any point unhappy with the way that we handled your personal data, you can make a complaint to the Information Commissioner’s Office.

To make changes to how we contact you, please contact mcp@cambridgesportlakes.org.uk

 

Your rights

We will only collect the data that we need to carry out the purposes you have contacted us for, or given us permission to use it for. 
To enable us to carry out the purposes you have contacted us for, there will be occasions when we will make some data collection mandatory i.e. your name and address to claim gift aid, or your email address to access our services. If you don’t provide this data, we cannot carry out the purposes you have contacted us for.

We will always tell you why these fields are mandatory.

At any time that you wish you can: 

1. Gain access to your personal information
2. Object to the processing of your personal information
3. Object to the use of automated decision-making and profiling
4. Restrict the processing of your personal information
5. Rectify or correct your personal information

In certain circumstances you may also be able to:  
1. Ask for a copy of your personal data (known as data portability)
2. Have your personal information removed (known as Erasure or the ‘right to be forgotten’).  Where you have provided consent to be contacted or to receive a service, you will be entitled to withdraw that consent at any time.

 

Changes to this Policy

We may make changes to this Privacy Policy from time to time.  If we make any changes in the way we use your personal information we will make this clear on the Milton Country Park and Cambridge Sport Lakes Trust website or by contacting you directly.