Melbourn Hub Privacy Notice

Scope of this Privacy Notice

This Privacy Notice aims at informing our customers, volunteers, staff, suppliers and visitors to our web site about how we process their personal data. We are committed to processing personal data responsibly, securely, and proportionally throughout our business.

Please visit our Recruitment Privacy Notice for information on how we process personal data as part of recruitment at Melbourn Hub.

Who we are

Melbourn Community Hub (“we” or “us”) is a UK Company Limited by Guarantee and also a Registered Charity. We are registered in England and Wales under Company No. 8320569, Charity No. 1152407 and have our registered office at Melbourn Community Hub, 30 High St., Melbourn, SG8 6DZ.

This Privacy Notice applies to our UK entity as the data controller of your personal data. If you have any queries in relation to this or any other Melbourn Community Hub privacy notices, please refer to the contact us section at the end of this notice.

How we collect your personal data

We collect personal data both directly and indirectly from individuals.

We obtain personal data directly from individuals in a variety of ways, including, but not limited to, when:

Subscribing to our newsletter/s and mailing lists
Registering to attend meetings and events located at the Hub and during your attendance at such events
Visiting our community Café, or the Hub site to avail of any service located at the site
Establishing a business relationship
Establishing an employment or volunteering relationship
Participating in a form or survey for the purpose of improving our services to the community.

We obtain personal data indirectly about individuals from a variety of sources, including:

Our business partners
Our clients, customers and suppliers
Public and open data sources, such as public registers (e.g., Companies House), news articles and internet searches
Social and professional networking sites (e.g., LinkedIn)

The lawful bases for processing your personal data

We process personal data on the following bases:

Consent – When you consent to the processing of your personal data for example, when you sign up to receive our newsletter
Contract – When processing is necessary for the performance of a contract with you or, to take steps at your request prior to entering into a contract;
Legal obligation – When necessary to meet any legal obligation requiring us to do so;
Legitimate interest– When it is necessary for us to achieve the following legitimate interests, including:
- Enhancing our community service delivery for customers; and
- Undertaking direct marketing and soliciting and providing feedback we believe is welcomed by our clients, volunteers, business partners and individuals who have interacted with us.

What we do with your personal data

We process your personal data for purposes including:

Providing the Melbourn Hub’s regular community services.
Promoting our professional services, including Community Café, Health at the Hub services, meeting and events services to existing clients and, with their prior consent, to prospective clients and customers.
Administering and facilitating attendance at events.
Administering, maintaining and ensuring the security of our information systems, applications and websites
Processing online requests or queries, including responding to communications from individuals or clients, including requests for quotations for services.
Complying with legal and regulatory obligations

How we secure your personal data when we process it

We implement and enforce technical and organisational security policies and procedures to protect personal data (including sensitive personal data) from loss, misuse, alteration or destruction. Individuals with access to personal data are required to maintain the confidentiality of such information. We install and regularly update all security and anti-virus software on our systems.

Do we share personal data with third parties?

We occasionally share personal data with trusted third parties to help us deliver efficient and quality services. When we do so and where required, we ensure that recipients are contractually bound to safeguard the data we entrust to them before we actually share the data. We engage with the following categories of recipients:

Third party suppliers who provide us with software and IT services
Financial accounting services
Our professional advisers, including lawyers, auditors and insurers
Payment service providers
Marketing service providers
Human resources advisors
Law enforcement or other government and regulatory agencies (e.g., HMRC) or to other third parties as required by, and in accordance with applicable law or regulation
Third parties that assist Melbourn Hub in carrying out its functions.

It is our policy to only use third-party processors that are bound to maintain appropriate levels of data protection, security and confidentiality, and that comply with any applicable legal requirements for transferring personal data outside the UK and/or EEA/EU.

Do we transfer your personal data outside the European Economic Area?

We process all personal data within the UK. If a situation arose in which we were obliged for any legitimate reason to process data outside of the UK and in a country which does not have an adequacy decision, Melbourn Hub would apply appropriate safeguards through the implementation of Standard Contractual Clauses (SCCs).

Do we use cookies?

Our websites use cookies. To learn more, please refer to our Cookie policy.

Your data protection rights

Data protection legislation gives you certain rights over your personal data, these rights are not absolute and whether you can exercise them will depend upon why we are processing your personal data. These rights are outlined below:

Right to withdraw consent. If you have previously given your consent, you can withdraw it at any time. This will not affect the lawfulness of any processing carried out before you withdraw your consent.
Right of access. You can ask us to verify whether we are processing personal data about you, and if so, to have access to a copy of such data.
Right to rectification. You can ask us to correct our records if you believe they contain incorrect or incomplete information about you. Please note that you are responsible for providing correct, accurate, complete and up-to-date information about your job application.Please keep us updated about any changes regarding your personal data during your relationship with us. In certain circumstances Melbourn Hub can refuse a request for rectification.
Right to erasure. You can ask us to erase your personal data after you withdraw your consent to processing or when we no longer need it for the purpose it was originally collected.The right to erasure is not an absolute right and only applies in certain circumstances.
Right to restriction of processing. You can ask us to temporarily restrict our processing of your personal data in certain cases.
Right to data portability. In some circumstances, you can ask us to transmit your personal data (in a structured, commonly used, and machine-readable format) directly to another company. The right only applies to information you have provided to us, and under specific lawful bases.
Right to object. You can object to our processing of your personal data justified by our or a third party’s legitimate interests, on grounds relating to your particular situation. This right is not absolute, and we may keep processing your data if we can prove compelling legitimate grounds for doing so.
Right not to be subject to a decision based solely on automated processing. Where we use automated decision making, we will only do so in compliance with the law and we will ensure there is an opportunity for you to seek human intervention.

If you wish to exercise your rights, please refer to the contact us section at the end of this document.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information, or to exercise any of your other rights. This helps us to ensure that personal data is not disclosed to any person who has no right to receive it. No fee is required to make an initial request unless your request is clearly unfounded or excessive.

If you are not satisfied with the way that we have handled your request or if you wish to make a complaint about how we have processed your personal data, you can contact the Information Commissioner’s Office (ICO) regarding any concerns you may.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
https://ico.org.uk/
Tel: 0303 123 1113

How long do we retain personal data?

We retain personal data for the period deemed necessary to provide our services and carry out our business functions, to stay in contact with you, meet our contractual obligations, and to comply with applicable laws, regulations and professional obligations that we are subject to. Following the expiry of the retention period, and unless further legitimate grounds for retention arise, we will dispose of personal data in a secure manner.

Do we link to other websites?

Our websites may contain links to other sites that are not governed by this Privacy Notice. Please review the destination websites’ privacy notices before submitting personal data on those sites. Whilst we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content, security, or privacy practices employed by other sites.

Do we change this Privacy Notice?

We keep our Privacy Notices under regular review. This Privacy Notice was last updated in October 2024. For any updates, please return to the Privacy Notice.

Contact us

Should you have any queries or concerns regarding your personal data, or wish to exercise any of your rights, then please contact our Data Protection Officer:

Data Protection Officer
Melbourn Community Hub, 30 High Street, Melbourn, Royston, SG8 6DZ.
Email: data.protection@melbournhub.co.uk
Tel: 01763 263303

We will respond to your queries within 30 days from when we receive them subject to receipt of any requested confirmation of your identity.