Privacy notice

Who we are

This notice explains how Leith Community Centre Association SCIO (“we”, “us”) uses personal information. We are a Scottish charitable incorporated organisation (charity number SC047512) at 12a Newkirkgate, Edinburgh EH6 6AD, and we run Leith Community Centre in partnership with the City of Edinburgh Council. We are the data controller for the information described here.

If you have a question about this notice or your information, contact us at [email protected], call 0131 554 4750, or write to the address above.

What we collect, and why

When you use our contact form

We collect your name, email address, your phone number if you give it, what your message is about and the message itself. We use them only to reply to you and deal with your enquiry. The form emails your message to our inbox. The website keeps a copy of the email it sent for 14 days, in case it needs sending again, and then deletes it.

When you ask to book a space

When you ask to book a space on our website, we collect your name, email address and phone number, the organisation you are booking for if there is one, and details of the booking: the space, the day and time, whether it repeats, what it is for and what happens, whether it is open to the public, how many people are coming, their age group, whether you have insurance and PVG checks where they are needed, and anything else you tell us.

We hold your request on the website for up to 48 hours while we wait for you to confirm your email address. If you don’t, it is deleted. Once you confirm it, we email your request to our staff and add it to our booking system, Village Hall Hub, as a provisional booking, along with your name and contact details as the hirer. We use your details to deal with your request, manage your booking, invoice you and keep in touch about your hire.

We send emails about your booking from our website: asking you to confirm your request, then when it is confirmed, changed or cancelled. The website keeps a record of each email for 12 months, so we can check what was sent and send it again if needed. The email asking you to confirm your request is kept for 30 days.

The website also keeps a working copy of our booking diary, including hirers’ names, so it can show what’s on and know when to email you. The copy is updated as the diary changes.

If you pay an invoice by card, the payment is made on a secure page run by Stripe, our card payment service. We don’t see or keep your card details.

When you email, phone or visit us

We use what you tell us to help with your enquiry. The centre has CCTV for the safety and security of people and the building; recordings are kept for 28 days, unless one is needed for an incident. If you sign in when you visit, we keep sign-in records for up to 3 months.

When you join, volunteer or become a trustee

We keep the details we need to manage membership of the charity, volunteering and our governance, such as your name and contact details and, for roles working with children or protected adults, the date, level and outcome of a PVG check.

When you use this website

Like most websites, our web server and security service keep short-term technical logs (such as IP addresses and the pages requested) to keep the site running and protect it from attack. We don’t use these to identify you.

To stop automated spam, our contact and booking forms are checked by Cloudflare Turnstile, which looks at information about your browser and device to tell people from bots. The website also counts how many requests come from one connection and one email address, keeping a scrambled form of them for up to a day. See our cookie policy for cookies.

Our lawful basis

• Legitimate interests: answering enquiries, running the centre and keeping the website secure.
• Contract: dealing with a booking request you have made, and managing a space hire.
• Legal obligation: keeping financial records and meeting charity law and safeguarding duties.
• Consent: where we ask for it, for example to send you newsletters. You can withdraw consent at any time.

Who we share it with

We don’t sell your information or share it with anyone for their own marketing. We share it only with:

• the services that help us run the centre and this website, which process it on our behalf and under contract: our booking system (Village Hall Hub), our email provider (Microsoft 365), our website host (Unlimited Web Hosting), our security service (Cloudflare) and our card payment service (Stripe);
• the City of Edinburgh Council, where needed to run the centre in partnership with them;
• anyone we are required to by law, for example to protect someone from harm.

Some of these services may store information outside the UK. Where they do, we rely on the safeguards UK law requires.

How long we keep it

• Booking requests not confirmed by email: 48 hours.
• Emails our website sends: a copy for 14 days; a record of booking emails for 12 months (the email asking you to confirm your request, 30 days).
• Enquiries: up to 12 months after we have finished dealing with them.
• Space hire records, including invoices and payments: 6 years after the end of the financial year of the hire, as our accounting records.
• Membership, volunteer and trustee records: while you are involved, and 6 years after.
• Applications for jobs or volunteering that are not taken up: 6 months after the decision.
• Accident and incident records: 3 years, or until a child involved turns 21.
• CCTV recordings: 28 days.
• Visitor sign-in records: up to 3 months.

Your rights

You have the right to ask for a copy of the information we hold about you, and to ask us to correct it, delete it, limit how we use it or stop using it. To do any of these, contact us using the details above. We will reply within one month.

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ico.org.uk, 0303 123 1113).

Changes to this notice

We will update this notice when how we use personal information changes. The date at the top of the page shows when it last changed.