Privacy Policy
This policy explains how The Village collects and uses personal information when you use our website, contact us, receive communications, attend an event or participate in a community activity.
Who we are
The Village is a community organisation based in London, United Kingdom. The Village is the controller of the personal information described in this policy.
Contact: info@thevillageis.com
Personal information we collect
Identity and contact information: names, contact details, social-media details, general location and age or confirmation that relevant eligibility requirements are met.
Event and participation information: enquiries, bookings, attendance, payment status, interests, preferences, feedback and participation history.
Communications: information contained in forms, emails, messages, complaints and other communications with us.
Faith information: information you choose to provide about religious beliefs, church involvement or related preferences. This is special-category information under data protection law.
Media: photographs, video, audio, testimonials and other content recorded at activities or provided to us.
Safeguarding information: concerns, incidents, risk assessments, actions and safeguarding referrals. These records may include health information, religious beliefs or information about alleged or confirmed criminal conduct.
Website information: IP address, device and browser information, pages viewed, visit times, referring source and interactions with our website.
Where information comes from
We usually receive information directly from you, including when you use a service that supports registration, payment or communication. We may also receive safeguarding information from a person or organisation involved in a safeguarding matter.
How and why we use information
Enquiries, events and community activities
We use information to respond to enquiries, administer registrations, bookings, attendance and payments, provide relevant communications and manage activities safely.
Depending on the circumstances, we rely on steps taken at your request before entering into a contract, performance of a contract, relevant legal obligations and our legitimate interests in operating safe and effective activities.
Email updates
We send promotional emails when you have consented to receive them. You can unsubscribe at any time. We may still send necessary messages concerning a booking, payment, safeguarding matter or current participation arrangement.
Faith information
Providing faith information is normally optional. Where information directly reveals religious beliefs, we usually rely on your explicit consent and will explain the purpose when it is collected. You may withdraw your consent at any time.
In limited circumstances, the law may permit or require us to use relevant information without consent, including for safeguarding, vital interests or legal claims.
Photography, video and audio
We may record activities for communication, promotion or documentary purposes. We will tell attendees when planned recording is taking place and provide a reasonable way to raise concerns.
We may rely on legitimate interests for general event images after considering people’s privacy. We normally seek consent for testimonials, named images or prominent use of an identifiable person.
Safeguarding and legal matters
We use safeguarding information to assess concerns, protect people, keep appropriate records and make necessary safeguarding referrals.
Depending on the circumstances, we may rely on a legal obligation, vital interests, legitimate interests, substantial public interest conditions for safeguarding people at risk, or the establishment or defence of legal claims. We process criminal-offence information only where the law permits it and with appropriate safeguards.
Website operation and administration
We use website and administrative information to operate and protect our services, understand general website use, maintain appropriate records, prevent misuse, handle complaints, obtain professional advice and comply with legal requirements.
We rely on relevant legal obligations and our legitimate interests in operating and protecting The Village. Our legitimate interests include responding to people, organising and improving activities, protecting people and property, maintaining appropriate records and managing our relationships. We consider whether the processing is necessary and whether your rights should take priority.
Cookies and similar technologies
Our website uses necessary cookies and similar technologies to operate securely, provide requested features and remember your cookie choices.
With your permission, we may also use analytics and performance technologies to understand how the website is used and improve it. Forms and embedded content supplied by other organisations may use cookies or similar technologies to provide their features.
You can accept, decline or manage non-essential technologies through the cookie banner and change your choice at any time using the Cookie Preferences control. We do not use non-essential technologies unless you have given any consent required by law.
Information you need to provide
Where information is required to complete a booking or payment, provide a requested service, manage safety or meet a legal obligation, we will make this clear when collecting it. We may be unable to provide the relevant service if the information is not supplied.
Who we share information with
Where necessary, we may share personal information with:
service providers supporting website hosting, online forms, communications, databases, event administration, payments and cloud storage;
venues, organisations and suppliers involved in delivering an activity;
authorised volunteers and contractors who need the information for their role;
professional advisers, insurers and auditors; and
emergency services, regulators, safeguarding organisations or other public authorities where disclosure is lawful and necessary.
Some service providers process information only on our instructions. Others may act as controllers for their own payment, security or service purposes and will provide their own privacy information.
We may disclose information without permission where this is necessary to address a serious risk of harm, comply with the law or establish or defend legal rights.
International transfers
Some service providers may process personal information outside the United Kingdom. Where a destination is not covered by UK adequacy regulations, we use a safeguard permitted under UK data-protection law, such as approved contractual protections.
You may contact us for information about the safeguards relevant to a particular transfer.
How long we keep information
We keep personal information only for as long as it is needed for the purpose for which it was collected. When deciding how long to retain information, we consider whether the original purpose still applies, whether the person remains involved with The Village, the nature and sensitivity of the information, any legal, accounting or safeguarding requirements, and whether the information may be needed in connection with a complaint or legal claim.
Mailing-list information is kept until you unsubscribe, although we may retain a minimal record of your preference. Photographs and recordings are retained while there is a continuing and fair communication or documentary purpose for keeping them. Financial and safeguarding records may be kept for longer where required by law, applicable guidance or continuing risk.
We regularly review the personal information we hold and delete or anonymise it when it is no longer needed.
Your right to object
You may object at any time to the use of your information for direct marketing. You may also object to processing based on our legitimate interests. To object, email info@thevillageis.com.
Your other rights
Depending on the circumstances, you may have the right to:
receive a copy of your personal information;
correct inaccurate or incomplete information;
request deletion or restriction in certain circumstances;
receive or transfer certain information in a portable format; and
withdraw consent where we rely on it.
To exercise a right, email info@thevillageis.com. We may ask for information needed to confirm your identity and locate the relevant records. We normally respond within one month, subject to any extension or pause permitted by law.
Complaints
You can make a data protection complaint to us by emailing info@thevillageis.com. We will acknowledge your complaint within 30 days, make appropriate enquiries without undue delay, keep you informed and tell you the outcome.
You may also complain to the Information Commissioner’s Office, the UK data-protection regulator, at ico.org.uk/make-a-complaint or by calling 0303 123 1113.