1) Introduction

1. The Friends of Goffs Park has a data protection policy which is reviewed regularly. In order to help us uphold the policy, we have created the following procedures which outline ways in which we collect, store, use, amend, share, destroy and delete personal data.

2. These procedures cover the main, regular ways we collect and use personal data. We may from time to time collect and use data in ways not covered here. In these cases we will ensure our Data Protection Policy is upheld.

2) General procedures

1. Data will be stored securely. When it is stored electronically, it will be kept in password protected files. When it is stored online in a third party website (e.g. Google Drive) we will ensure the third party comply with the UK GDPR. When it is stored on paper it will be filed carefully.

2. When we no longer need data, or when someone has asked for their data to be deleted, it will be deleted securely. We will ensure that data is permanently deleted from computers, and that paper data is shredded.

3. We will keep records of consent given for us to collect, use and store data. These records will be stored securely.

4. We tag records for individuals so we can segment data by categories e.g. by membership, sign-up event, volunteering event, if stallholder. This is so we can keep communications as relevant as possible.  

3) Mailing list​

1. We maintain a mailing list. This includes the names and contact details of people who wish to receive publicity and fundraising appeals from The Friends of Goffs Park. We use Mailchimp which is a recognized and trusted software.

2. With regard to Mailchimp “member email campaigns”, where Friends of Goss Park is considered a member, the MailChimp site explains “We automatically place single pixel gifs, also known as web beacons, in every email sent by our Members. These are tiny graphic files that contain unique identifiers that enable us and our Members to recognize when their Contacts have opened an email or clicked certain links. These technologies record each Contact’s email address, IP address, date, and time associated with each open and click for a campaign. We use this data to create reports for our Members about how an email campaign performed and what actions Contacts took.” - Source

3. When people sign up, we will explain how their details will be used, how they will be stored, and that they may ask to be removed from the list at any time. 

4. We will ask them to give consent to receive information about news, events and meetings via email, including the newsletter. 

5. We will not use the mailing list in any way that the individuals on it have not explicitly consented to.

6. We will provide information about how to be removed from the list with every mailing.

7. We will use mailing list providers who store data within the EU.

4) Supporting individuals

1. From time to time, individuals contact The Friends to ask us to help them resolve an issue they are having with the Crawley Borough Council, relating to their housing or other local services.

2. We will request explicit, signed consent before sharing any personal details with the council or any other relevant third party.

3. We will not keep information relating to an individual’s personal situation for any longer than is necessary for the purpose of providing them with the support they have requested.

4. Personal data relating to any issues will be stored securely by a member of the committee, and not shared among the rest of the committee or with other volunteers unless necessary for the purpose of providing the support requested.

5. Details relating to individual’s circumstances will be treated as strictly confidential.

5) Selling merchandise

1. We occasionally sell tickets for events that we organize in Goffs Park. This may help raise money for the group or be used to offset expenses.

2. We will use third-party ticket software that is recognised and trusted.

3. When ordering, people will be asked if they wish to be added to our mailing list (see section 3). If they do not opt to be on the mailing list, their details will be deleted within one month following the ticketed event. Information will not be used for any purpose other than communicating with them about their order.

6) Contacting volunteers

1. Local people volunteer for The Friends of Goffs Park in a number of ways.

2. We will maintain a list of contact details of our recent volunteers. We will share volunteering opportunities and requests for help with the people on this list.

3. People will be removed from the list if they have not volunteered for the group for 12 months.

4. When contacting people on this list, we will provide a privacy notice which explains why we have their information, what we are using it for, how long we will keep it, and that they can ask to have it deleted or amended at any time by contacting us.

5. To allow volunteers to work together to organise for the group, it is sometimes necessary to share volunteer contact details with other volunteers. We will only do this with explicit consent.

7) Contacting committee members

1. The committee need to be in contact with one another in order to run the organisation effectively and ensure its legal obligations are met.

2. Committee contact details will be shared among the committee.

3. Committee members will not share each other’s contact details with anyone outside of the committee, or use them for anything other than The Friends of Goffs Park business, without explicit consent.