Privacy Policy

The Black Mountain Centre Customer Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• How to complain

Contact details

Address: The Black Mountain Centre, Cwmgarw Road, Upper Brynamman, AMMANFORD, Dyfed, SA18 1BU, GB
Telephone : 01269 823400
Email: enquiries@black-mountain.org.uk

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

• Names and contact details
• Addresses
• Date of birth
• Payment details (including card or bank information for transfers and direct debits)
• Health information (including dietary requirements, allergies and health conditions)
• Health and safety information
• Website user information (including user journeys and cookie tracking)
• Photographs or video recordings
• Records of meetings and decisions
• Information relating to compliments or complaints
• Information relating to sponsorship

We collect or use the following information for service updates or marketing purposes:

• Names and contact details
• Addresses
• Marketing preferences
• Recorded images, such as photos or videos

We collect or use the following information to comply with legal requirements:

• Name
• Contact information
• Criminal offence data (including Disclosure and Barring Service (DBS), Access NI or Disclosure Scotland checks)
• Health and safety information
• Safeguarding information

We collect or use the following information for recruitment purposes:

• Contact details (eg name, address, telephone number or personal email address)
• National Insurance number
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information
• Details of any criminal convictions (eg Disclosure and Barring Service (DBS), Access NI or Disclosure Scotland checks)
• Security clearance details (eg basic checks and higher security clearance)

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Address
• Payment details
• Witness statements and contact details
• Financial transaction information
• Information relating to health and safety
• Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights, which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis, you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

Our legitimate interest in collecting and using personal information is to effectively provide and manage the services, activities, and facilities delivered by The Black Mountain Centre. This includes operating our community café, shop, Post Office services, room bookings, community events, outreach activities, funding applications, volunteer coordination, customer enquiries, and general day-to-day administration.

Collecting limited personal information allows us to communicate with service users, process bookings and payments, respond to enquiries, manage staffing and volunteer arrangements, maintain health and safety procedures, and improve the services we provide to the local community.

In some cases, information may also be required to meet the conditions of grant funding, monitor community engagement, or demonstrate the impact of our services. We believe these activities provide clear benefits to individuals and the wider community by enabling us to deliver accessible community services, maintain safe operations, support vulnerable residents, and ensure the long-term sustainability of the Centre and its facilities.

We carefully balance these legitimate interests against the rights and freedoms of individuals.

We only collect information that is necessary and relevant for specific purposes, keep it secure, limit access to authorised persons, and retain it only for as long as required. Individuals are informed about how their information will be used and are able to exercise their data protection rights at any time.

We do not use personal information in ways that people would not reasonably expect, and we take appropriate steps to minimise any potential privacy risks. We believe the benefits of processing this information are proportionate and do not override the interests, rights, or freedoms of the individuals concerned.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for legal requirements are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Where we get personal information from

• Directly from you
• CCTV footage or other recordings
• Councils and other public sector organisations
• Publicly available sources
• Suppliers and service providers

How long we keep information

We will only retain your personal information for as long as necessary for the purposes for which it was collected.

Records relating to ticket sales and financial transactions, including Heating Oil Club orders, are retained for six years to meet our legal, financial and accounting obligations.

Information relating to Centre / Oil Club Membership, such as membership details and contact information, is retained for one year after your membership ends or your last membership activity, unless we are required to keep it for longer by law.

CCTV footage recorded at The Black Mountain Centre is normally retained for 90 days, unless it is required for the investigation of an incident, to establish or defend legal claims, or to comply with a legal obligation, in which case it may be retained for longer.

Once the applicable retention period has expired, personal information will be securely deleted or anonymised in accordance with our data retention procedures.

Who we share information with

• Organisations we need to share information with for safeguarding reasons
• Professional or legal advisors
• Relevant regulatory authorities
• External auditors or inspectors
• Organisations we’re legally obliged to share personal information with
• Emergency services

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: enquiries@black-mountain.org.uk

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

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

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint