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Privacy and Cookie Policy

1. Introduction

Pomphrey Hill Community Sports Association (“we”, “us”, “our”) is a non-profit organisation committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

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2. Who We Are

We are a community-focused non-profit based at Pomphrey Hill Pavilion, Mangotsfield, Bristol, BS16 9NF. Our website, https://www.pomphreyhill.org.uk, provides information about our facilities, events, and services.

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3. What Personal Data We Collect

We may collect and process the following types of personal data:

  • Name, email address, phone number, postal address

  • Booking and payment details

  • Photographs and video footage (e.g. from events)

  • Volunteer and staff application details

  • Technical data (IP address, browser type, device information)

 

4. How We Collect Your Data

We collect data when you:

  • Contact us via our website, email, phone, or social media

  • Register for events or make bookings

  • Subscribe to newsletters or updates

  • Apply to volunteer or work with us

  • Use our website (via cookies and analytics)

 

5. Lawful Basis for Processing

We process your data under the following lawful bases:

  • Consent: When you opt-in to communications or provide information voluntarily.

  • Contract: To fulfil bookings, services, or employment agreements.

  • Legal obligation: For accounting, safeguarding, or regulatory compliance.

  • Legitimate interests: To manage and improve our services and community engagement.

 

6. How We Use Your Data

We use your data to:

  • Respond to enquiries and manage bookings

  • Communicate updates and newsletters

  • Improve our website and services

  • Maintain safety and security

  • Comply with legal obligations

 

7. Sharing Your Data

We do not sell your data. We may share it with:

  • Service providers (e.g. booking platforms, email services)

  • Regulatory bodies (if legally required)

  • Volunteers or staff (only as necessary for operations)

 

8. Data Retention

We retain personal data only as long as necessary:

  • Booking records: 6 years (for accounting)

  • Newsletter subscriptions: until you unsubscribe

  • Event photos: until no longer relevant or upon request

 

9. Your Rights

You have the right to:

  • Access your personal data

  • Rectify inaccurate data

  • Erase your data (“right to be forgotten”)

  • Restrict or object to processing

  • Withdraw consent at any time

  • Lodge a complaint with the ICO

 

To exercise these rights, contact us at:
📧 Email: hello@pomphreyhill.org.uk
📞 Phone: 0117 956 3340

 

10. Cookie Policy

What Are Cookies?

Cookies are small text files placed on your device when you visit our website. They help us improve your experience and understand how our site is used.

 

Types of Cookies We Use

  • Essential cookies: Required for basic site functionality (e.g. booking forms).

  • Performance cookies: Help us analyse site usage and improve performance.

  • Functionality cookies: Remember your preferences and settings.

  • Third-party cookies: May be set by services like Google Analytics or embedded content (e.g. YouTube, social media).

 

Managing Cookies

You can manage or disable cookies via your browser settings. On your first visit, our site will present a cookie banner allowing you to accept or reject non-essential cookies.

 

Cookie Consent

By continuing to use our website, you consent to our use of cookies as described in this policy. You may withdraw consent at any time by adjusting your browser settings or clearing cookies.

 

11. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

  • Secure servers and encrypted connections

  • Access controls and password protection

  • Regular system updates and monitoring

 

12. Changes to This Policy

We may update this policy from time to time. Any changes will be posted on this page with an updated revision date.

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