Vision Redbridge Culture & Leisure

Privacy Notice

This privacy notice informs customers, employees, stakeholders and users of Vision Redbridge Culture & Leisure Limited’s services about the collection, use and sharing of personal information that we may collect and process. This information may be collected in a number of ways, including through our websites, and at our events and through our facilities and services in the course of our day to day engagement with you.

Vision Redbridge Culture & Leisure Limited (“Vision”) is a Data Controller as defined under Data Protection law. This means that we may collect and process personal information about you in order to provide you with a range of local leisure and cultural services. Data Processing means the things we can do with personal data, including collection, storage, analysis and destruction of the data. In some circumstances Vision may be the processor of data directly, or this may be contracted to a third party. When this happens, we will be clear about who is processing your data.

We are committed to protecting and respecting your privacy; we will be transparent about how we use the data you give to us and ensure that it is securely held.

This is our overarching privacy notice; on some occasions you may see shortened versions which relate directly to the services that you are accessing. However, all of our privacy notices will provide a link to the main privacy notice on our website. We will review and may change this privacy notice from time to time and you will be able to view the latest version on our website.

Who are we and what do we do?

Vision is a charity providing sport, leisure, health & wellbeing, parks, heritage, libraries, arts and culture related services.

This Policy is designed to protect you by informing you how personal information is collected, how we look after that information and with whom we share it.

Vision Redbridge Culture & Leisure is committed to complying with the Data Protection Act 2018 and The Privacy and Electronic Communications (EC Directive) Regulations 2003 and the EU General Data Protection Regulation. By using our website, services and facilities you are consenting to us processing your information in the ways stated here.

Gareth Morley is our Data Protection Officer (DPO) and may be contact by email at data.information@visionrcl.org.uk or at our registered address: 3rd Floor, Redbridge Central Library, Clements Road, Ilford, Essex IG1 1EA.

You may be more familiar with our services and brands, which are outlined below.

Cultural Activities

• Public & School Library Services – “Redbridge Libraries”
• Redbridge Museum & Heritage Centre
• Halls Lettings venue hire – “Vision Venues”
• Mildmay Nursery
• Deliver a range of arts and culture events, advice and support to arts organisations
• Redbridge Music Service
• Redbridge Drama Centre and the Kenneth More Theatre

Parks & Open Spaces

• Operation of parks, green spaces and associated facilities
• Nature conservation
• Allotment management
• Commercial events

Sport, Leisure & Wellbeing

• Leisure Centres
• The Spa at Fullwell Cross
• Redbridge Cycling Centre
• Owls Play Centre
• Fairlop Outdoor Activity Centre
• Fairlop Waters
• Sporting activities
• Health promotion and wellbeing

Collectively, we promote and market these services under the ‘Do More’ brand.

What information do we collect?

Vision may collect a range of personal data about individuals in order to provide you with our services; this will vary depending on which service you are using.

The information could include:

• contact details; including name, address, email address, telephone number, etc.
• date of birth
• proof of identity
• national identifiers such as; NHS number and NI numbers
• information about your family
• IP address and information regarding what pages are accessed and when
• lifestyle, social and personal circumstances
• the services you receive
• financial details for purposes of receiving or making payments
• employment details (when you apply for jobs)
• visual image

We may also collect sensitive personal data, for example:

• physical or mental health details
• marital status
• racial or ethnic origin
• gender identity and sexual orientation
• trade union membership
• criminal proceedings, outcomes and sentences

This sensitive personal data may be used for a specific purpose, which will be made clear to you. It may also be used to provide statistical data on the take up and usage of our services, to ensure we are meeting all of the community’s needs.

Information which allows us to recognise you

As well as the data outlined above, we may also assign you with a membership number, or customer identifier. This is in order to identify your customer record quickly and easily within our systems, files or databases.

CCTV

We may collect and monitor CCTV images for the following reasons:

• for the purpose of security
• the prevention and detection of crime
• the protection of assets and property
• to assist with parking control
• to enable the investigation of incidents
• to effectively manage and support our staff

Our CCTV processing is necessary to maintain and provide a secure environment and to protect our legitimate business interests. It assists us to manage our business risks and maintain a safe environment for our staff and customers. This processing is necessary for us to fulfil our legal obligations and may provide personal data to other agencies where there is a legitimate legal requirement ie: to assist a Police investigation, or a safeguarding concern.

The data collected includes:

• personal appearance and behaviour
• car registration numbers

Details of your transactions

We collect data for any transactions you carry out through our website and centres, so that we can honour your booking and provide you with the services you have purchased. Please note that we never your store payment details on our website.

Information about website visits including IP address.

The IP address is your computer’s individual identification number. We use your IP address to capture information about website visits so we can learn more about how our customers use the website in order to find ways to improve the website and our products and services for your benefit.

Please see our Cookie Policy for more information on our website.

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Customer feedback

We will record customer comments and surveys about how we are performing to inform future service improvements.

Sensitive data

We may ask you for information about your health in order to recommend appropriate exercise regimes, monitor your progress, ensure legislative compliance, i.e. the sale or loan of restricted goods. We are sometimes required to collect information about your ethnicity and other sensitive data in order to provide reports, monitor service take up or provide anonymised data to our commissioners who will usually be the local authority or health agencies, or to comply with statutory reporting requirement such as gender pay gap reporting. This information is used only for statistical purposes and is always kept secure.

Your communications preferences

We keep a record of any permissions and preferences you give us about what types of communication you are happy to receive from us. You may withdraw consent at any time by clicking on the unsubscribe link in email newsletters, or by emailing data.information@visionrcl.org.uk

Data relating to children

Our services are used and accessed by people of all ages. However, children aged under 13 years must have a parent or guardian’s consent before providing personal information to us. We do not wish to collect any personal information without this consent.

Vision Redbridge Culture & Leisure accepts no liability if this instruction is ignored.

How do we store and protect your personal information?

These are the basic guidelines we use to look after your personal data:

• We maintain secure systems to protect your personal information
• We respect your wishes about how we contact you, whether by post, telephone, email or text message
• We will update your information or preferences promptly when you ask us to
• We will respond fully to requests from you to see the information that we hold on you.
• We will not hold your personal information for longer than is necessary.
• We follow strict procedures when storing or handling information that you have given us. Some information is encrypted, such as payment transactions and password.
• We train our staff in their responsibilities in data protection and information management.

Vision reserves the right to store and process information securely outside of the European Economic Area (“EEA”), but will inform you when this takes place.

Services provided by third parties

Vision may also share information with third party organisations that provide specific services which enhance your membership and experience with us. There is a contract in place with each third party which includes strict terms and conditions to protect your privacy.

Please note: Use of services provided by our partners may be subject to the terms and conditions and/or Privacy Policies of these third party organisations.

How do we use your information?

We use your information to help us provide and improve our services for you. We may use your information in the following ways:

• to provide you with any services that you have purchased or chosen to access
• to check your identity
• to update our records with any new information you give us
• to notify you if we will be unable to provide a service you have booked before
• to provide marketing communications (if you have given us your permission)
• for research and analysis so we can develop and improve our services for your benefit
• to comply with legal requirements.

Keeping you updated

We may from time to time contact you about our company’s services or products we think you might find interesting by email, by post, telephone or SMS, but only if you have given us your permission to do so.

If you do not want us to contact you by email please let us know. All email newsletters include an option to unsubscribe. You may also opt-out of email or any other communications by contacting us data.information@visionrcl.org.uk

Business Intelligence, Profiling and Decision Making

We may analyse your personal information to improve services and for the following purposes;

• Support our commissioners and  clients to fulfil their/our statutory functions efficiently and effectively
• business planning by understanding your needs to provide the services that you request
• help us to build up a picture of how we are performing at delivering services to you and what services are needed in our communities
• analysis of costs and spend of services we provide so that we can to ensure better and support the efficient use of public funds, where applicable
• support the evaluation and monitoring of the  health of the local population to protect and improve public health

Vision is committed to using pseudonymised or anonymised information as much as is practical, and in many cases this will be the default position, except where there is a legal exception.

Pseudonymisation is a procedure by which the most identifying fields within a data record are replaced by one or more artificial identifiers, or pseudonyms. There can be a single pseudonym for a collection of replaced fields or a pseudonym per replaced field.

Anonymisation is the process of removing identifying particulars or details for statistical or other purposes.

Access, correct, update, remove or restrict processing for the information we store about you

You have the right to apply for a copy of information about yourself. This is called a ‘Subject Access Request’.

If you wish to restrict data processing, update or request for the information we hold about you to be removed; we will carry this out except where we may have a requirement to keep this data by law, or where it is required in order to provide a service to you. If you do request for your data to be removed, this may prevent us from being able to provide you with a service.

Accuracy of data is important to us. If you believe the information we hold about you is out of date or incorrect, please tell a member of staff at the relevant facility.

You will need a form of identification to request any changes. You can also email us at data.information@visionrcl.org.uk, complete the online form at or write to us at:

Data Enquiries

Vision Redbridge Culture & Leisure
3rd Floor, Central Library
Clements Road
Ilford
Essex
IG1 1EA

Links to other websites

The Vision Redbridge Culture & Leisure website contains links to and from external websites, advertisers and affiliates. If you follow a link to other sites please note that these will be governed by their own privacy policies. We cannot accept liability for data use on those websites.

Changes to this privacy policy

This policy may be updated from time to time on this page. If you have any questions or comments about our Privacy Policy or how we use your personal information please contact us at data.information@visionrcl.org.uk

Information Commissioner

The Information Commissioner is the UK’s independent body set up to uphold information rights.

If you would like to know more about your rights under the Data Protection law, and what you should expect from us, visit the Information Commissioner’s website.

If you have any concerns regarding our privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 or 01625 545 745 

Email: casework@ico.org.uk

Arts, Culture & Libraries

Our Services and what we do

• Public & School Library Services
• Redbridge Museum & Heritage Centre
• Halls Lettings venue hire – “Vision Venues”
• Mildmay Nursery
• Deliver a range of arts and culture events, advice and support to arts organisations
• Redbridge Music Service
• Redbridge Drama Centre and the Kenneth More Theatre

Why we need your information and how we use it

We collect your personal data in order to provide you with services that you join, apply to use or have contact with.

In some cases we use your data to support a client’s statutory obligations where we are commissioned to deliver such services, for example local authorities and health agencies.

In certain circumstances, where necessary or required by law, we will provide your personal data to other departments or other authorities such as the Police for the purposes of law enforcement, fraud, public safety and for the prevention or detection of crime and the capture or prosecution of offenders.

Vision is a member of the London Libraries Consortium and shares personal information with other local authority library services in order to provide you with seamless access to their services with your Redbridge Card. This information is held securely in our shared database. The members of the London Libraries Consortium vary from time to time; a current list may be obtained from your local Redbridge Library, or on our Join the Library page.

What type of personal information is collected from you

If you have contacted us about any of the above services, we will collect your contact details; including name, address, email address, telephone number, so that we can follow up on your contact with/for the above services. Certain services require more detailed information to ensure we are providing appropriate services and charging where there may be restrictions or concessions in place, including sensitive data. 

How long we keep your information

We review our retention periods of the information we hold about you on a regular basis. We will hold your personal information on our systems for as long as it is necessary for the relevant activity or service that we provide to you, or as required by law. We are legally required to hold some types of information to fulfil our statutory obligations, either directly or on behalf of the clients we work for.

We will hold your personal information on our systems for as long as it is necessary for the relevant activity or service that we provide to you, or as required by law. 

Parks & Open Spaces

Our Services and what we do

• Operation of Parks and Open Spaces
• Nature conservation
• Allotments
• Hainault Forest Country Park, in partnership with The Woodland Trust
• Commercial and civic events
• Grounds maintenance
• Sports pitch hire

Why we need your information and how we use it

We collect your personal data in order to provide you with services that you join, apply to use or have contact with.

In some cases we use your data to support a client’s statutory obligations where we are commissioned to deliver such services, for example local authorities and health agencies.

In certain circumstances, where necessary or required by law, we will provide your personal data from other departments or other authorities such as the Police for the purposes of law enforcement, fraud, public safety and for the prevention or detection of crime and the capture or prosecution of offenders.

What type of personal information is collected from you

If you have contacted us about any of the above services, we will collect your contact details; including name, address, email address, telephone number, so that we can follow up on your contact with/for the above services. Certain services require more detailed information to ensure we are providing appropriate services and charging where there may be restrictions or concessions in place.  In some cases we may share your data with The Woodland Trust, who jointly operate Hainault Forest Country Park. This will mainly relate to informing you of events, or activities taking place on site there. Where this happens, we will specifically inform you and ask for your consent to do so.

How long we keep your information

We review our retention periods of the information we hold about you on a regular basis. We will hold your personal information on our systems for as long as it is necessary for the relevant activity or service that we provide to you, or as required by law. We are legally required to hold some types of information to fulfil our statutory obligations, either directly or on behalf of the clients we work for.

We will hold your personal information on our systems for as long as it is necessary for the relevant activity or service that we provide to you, or as required by law. 

Sport, Leisure & Health

Our Services and what we do

• Public Leisure Centres and Sports facilities
• Country Park and Outdoor Activities
• Fairlop Waters and Owls Play Centre
• Redbridge Cycling Centre
• Exercise on Referral Scheme
• Deliver a range of sport and physical activities schemes and initiatives within local communities
• Wanstead Youth Centre

Why we need your information and how we use it

We collect your personal data in order to provide you with services that you join, apply to use or have contact with.

In some cases we use your data to support a client’s statutory obligations where we are commissioned or funded to deliver such services, for example Sport England, National Governing Bodies, London Sport, local authorities and health agencies.

In certain circumstances, where necessary or required by law, we will provide your personal data from other departments or other authorities such as the Police for the purposes of law enforcement, fraud, public safety and for the prevention or detection of crime and the capture or prosecution of offenders.

Vision is a member of the Better UK Fitness Network and shares personal information with other local leisure trusts in order to provide you with seamless access to their services if you opt for the UK Fitness Membership. This information is held securely in a shared database.

What type of personal information is collected from you

If you have contacted us about any of the above services, we will collect your contact details; including name, address, email address, telephone number, so that we can follow up on your contact with/for the above services. Certain services require more detailed information to ensure we are providing appropriate services and charging where there may be restrictions or concessions in place. 

How long we keep your information

We review our retention periods of the information we hold about you on a regular basis. We will hold your personal information on our systems for as long as it is necessary for the relevant activity or service that we provide to you, or as required by law. We are legally required to hold some types of information to fulfil our statutory obligations, either directly or on behalf of the clients we work for.

We will hold your personal information on our systems for as long as it is necessary for the relevant activity or service that we provide to you, or as required by law. 

Corporate Services

Marketing

Vision will always act upon your choices around what type of communications you want to receive and how you want to receive them. We use email newsletters and updates to keep people in touch with what we’re doing, news, offers and events across Vision services. We aim to keep your data up to date and welcome any updates to your details or corrections to any inaccuracies you may wish to provide. All email marketing includes an option to unsubscribe, or requests can be emailed to data.information@visionrcl.org.uk

Human Resources

If you are applying for a role with us or have been selected as a preferred candidate or employee, we would ask for your; name, address, date of birth, contact details, National Insurance number (only where you have been made an offer), proof of identity, your education and employment history, professional registration and/or qualifications, whether you have a criminal record (only “unspent” current convictions), or have disclosure and barring service checks (where the role involves working or access data relating to children, vulnerable adults or patients), disability and health information and bank account details (only if you are successful for salary purposes).

If you become an employee, your personal details such as your name, address, National Insurance number, salary and bank account details will be provided to our Payroll department and HMRC for salary and tax purposes. If you opt in to a pension scheme, your details will also be held by the appropriate pensions adviser. We also collect information about your ethnicity, sexual orientation, disability status, gender or similar. This information is held securely and helps us to understand the make up of our workforce and how reflective it is of our community. It also assists us in reporting against statutory reporting, such as the gender pay gap and to understand the impact of our policies and procedures. We will also collect and record information necessary to carry out HR related processes and procedures, such as sickness absence, conduct, performance, disciplinary and wellbeing matters.

Payroll and HR related data are administered and processed by MHR International UK Limited on our behalf.  For employees who are members of the Local Government Pension Scheme this is administered and processed by the London Borough of Redbridge on our behalf.

Finance

We may hold personal information from you within our Finance System in order to process charges and administer invoices, purchase orders and debts.