At NEA, we are committed to protecting and respecting your privacy.
This policy explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure, and your rights and choices in relation to your information.
Any questions regarding this policy and our privacy practices should be sent by email to firstname.lastname@example.org or by writing to The NEA Office, 18a Netherhall Gardens, London NW3 5TH.
In this policy ‘’, ‘we’, ‘us’ or ‘our’ means:
- Netherhall Educational Association whose registered address is 18a Netherhall Gardens, London NW3 5TH; registered as charity number 236586 in England & Wales, and SC039209 in Scotland; a company limited by guarantee number 793583 registered in England;
- NEA’s subsidiary companies Netherhall Residences plc, New Netherhall Residences plc, and Netherhall International College Ltd; and
- All the centres from time to time owned and operated by NEA.
In this policy ‘you’ or ‘your’ means:
- Those who attend or reside in one of our centres or activities;
- Parents or guardians of young people who attend our centres or activities;
- Those who generously support our activities with donations of money or goods; and
- Employees and volunteers.
How do we collect information from you?
We obtain information about you in the following ways:
- Information you give us directly;
- Information you give us indirectly;
- When you visit one of our websites;
- Social Media; and
- Public Information.
What type of information is collected from you?
The personal information we collect, store and use might include:
- your name and contact details (including postal address, email address and telephone number);
- your date of birth;
- your IP address and geographical location;
- your bank or credit card details. If you make a donation online or make a purchase, your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions;
- information as to whether you are a UK taxpayer so we can claim gift aid;
- if you are an employee such personal information as is required to comply with statutory requirements, e.g. your Income Tax and National Insurance status;
- any other personal information shared with us.
- we will collect sensitive information about you when there is a valid reason for doing so and data protection laws allow us to e.g. we may ask for your health information if you are going to stay at one of our residential centres where you may require special dietary requirements.
How and why is your information used?
We may use your information for a number of different purposes, which may include:
- providing you with the access to our centres and activities you would like;
- keeping a record of your relationship with us;
- sending you communications which you have requested and that may be of interest to you, including information about activities and fundraising;
- processing grant or job applications; and
- carrying our statutory and regulatory obligations, (e.g. PAYE and GiftAid)
How long is your information kept for?
The length of time we retain your personal information for is determined by operational and legal considerations. For example, we are legally required to hold some types of information to fulfil our statutory and regulatory obligations (e.g. health/safety and tax/accounting purposes). Whilst we keep your information for no longer than is necessary for the purposes it was collected, we will hold on to personal information about those who, after taking part in our activities, become ‘alumni’ or long-term supporters.
Who has access to your information?
We do not sell or rent your information to third parties.
We do not share your information with third parties for marketing purposes.
However, we may disclose your information to third parties in order to achieve the other purposes set out in this policy. These third parties could include third parties working on our behalf.
Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:
- Specific Consent
- Performance of a contract
- Legal obligation
- Vital interests
- Legitimate interests
How we communicate with you
When we get in touch with you, we may do by post, telephone or electronic means, depending on the contact details we hold and the preferences expressed by you about the types of communications you wish to receive.
If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us.
When does NEA share your data with others
NEA will never share your data with any third party without seeking your explicit consent.
We will not sell your personal data to third parties under any circumstances.
We facilitate communication between individual supporters, but in doing so we will not
release personal contact details without prior permission.
The protection under current legislation
We are obliged to hold certain personal information about you for some statutory purposes such as taxation and Health & Safety. Under the current legislation you have certain rights over the personal information that we hold about you. In summary, we believe you have a right of access, a right to have inaccurate information corrected, a right to restrict its use, a right of erasure, and a right to object.
If you need to contact us about this you can do so by email to email@example.com or by writing to The NEA Office, 18a Netherhall Gardens, London NW3 5TH.
Last updated: 26 April 2019