PRIVACY POLICY

Rickmansworth Toy Library Privacy Notice


 
This notice explains how we collect data, how we use and store information and what it means for you.  We welcome any feedback, please contact us on [email protected]
 
 
Who we are
Rickmansworth Toy Library is a local charity and community resource enabling local children, parents and carers to play, share and grow through the borrowing and sharing of toys and play equipment.  We are a charity registered in England and Wales (Reg. Charity No. 1096065 )

For the purposes of this Policy, ‘us’, ‘we’ and ‘our’ refer to Rickmansworth Toy Library.

What information do we collect?

Directly with us
  • We collect personal information each time you deal with us.  For example, when you become a member, borrow and return toys, apply to become a volunteer or otherwise provide your personal details we collect the information you provide.

What do we do with it?
We may use the personal data we collect to:
  • Run and administer the toy library including; processing membership and the lending and returning of toys, development of services and selection of toys/play items available to borrow.
  • Provide news and information about the toy library via occasional email newsletters.
 
 Basis of processing your data
  • Consent:   We will process your personal data for the purposes of sending out our newsletter on the basis of any consent you provided us with.  You are free to change your preferences at any time by contacting us at [email protected]
  • Legitimate interest:  Administration and running of the toy library; For example, when you become a member of the toy library or volunteer with the library, we will rely on our legitimate interest to ensure the smooth administration, running and development of the toy library in order to collect and process the personal data you supply us in your membership or volunteer application form.   You can update, request access or object to us processing your data at any time by contacting us at [email protected]
  • Legal obligation:  We are required by law to keep various business and charity records.  We will process personal data when necessary to comply with our legal obligations.

How and where we store your information
How long
  • We will keep your personal information only for as long as we consider it necessary to carry out each purpose.  We take into account any legal obligations and accounting and tax considerations as well as considering what would be reasonable for the activity concerned.
  • For example, we will retain membership personal details for two years after a membership has expired to enable lapsed members to easily rejoin.
  • If you have any questions about how long we keep your data, please contact us at [email protected]


Security
  • We have in place appropriate controls to protect any personal data you provide.  For example, our ToyTracker database is password protected and any paper membership forms are kept securely.
  • We ensure that access to personal data is restricted only to those volunteers whose roles require such access and that suitable training is provided for these volunteers.
  • However, we need to remind you that despite our efforts, the internet cannot be guaranteed to be 100% secure and that you submit data at your own risk.

Where we store your personal information
  • We use Toy Tracker (an Access database) and Excel to process data on a hard drive of a dedicated laptop which is password protected.  Our occasional newsletter is sent out using Outlook.  By submitting your personal data you agree to this transfer, storing and processing of your information.

When we share your information
  • We do not share or swap your information with any other charities or organisations whatsoever.

Third parties
  • We may provide third parties (such as funders) with general information about our members, but this information is both aggregate and anonymous.

Cookies
  • We do not use cookies on our website

How we treat children
  • We collect and process the number and year of birth of any children who benefit from the toy library.  This information is only given by their parent or carer.

Your choices and telling us when things change
Preferences
  • You can change your preferences on what you receive from us or how we contact you, at any time.
  • You can do so by e-mailing us at [email protected]

Updating your details
  • We appreciate it if your details are up to date.  You can update us by e-mailing us at [email protected]

Your rights
  • You have the right to be informed about how we process your personal data, the right to access your data, the right to have your personal data held by us rectified if it is inaccurate or incomplete.
  • You may have the right to ask us to erase your personal data, to ask us to restrict our processing or to object to our processing of your personal data.
  • You can make these requests at any time by e-mailing us at [email protected]
  • For more information about your rights under GDPR you can visit the website of the Information Commissioner’s Office.
  • Rickmansworth Toy Library is the Data Controller for Rickmansworth Toy Library and the trustees have responsibility for data protection within the organisation.  They can be contacted at [email protected].
​​