MFPP GDPR COMPLIANT

DATA PROTECTION POLICY

Our contact details
Name: Myatt’s Fields Park Project
Address: The Old Depot, Myatt’s Fields Park, Cormont Road, London SE5 9RA
Phone Number: 0207 737 6097 (staff work part time so if we’re not there leave a message
and we will get back to you)
Email address: manager@myattsfieldspark.info
Myatts Field Park Project (MFPP) is a locally run charity led by an executive committee of
local residents, and a small team of part time staff. MFPP values your privacy and aims to go
beyond legal requirements in protecting your information and communicating with you about
this.
Please read the following sections to find out how we collect your information, store
it, who we share it with, and how it is deleted or amended.
1 YOUR INFORMATION
This section details:

● The type of personal information we collect

● How we get the personal information and why we have it

● The reason we collect your information

● How it is stored

● The lawful basis for holding the information: either

(a) Your consent. You are able to remove your consent at any time. You can do this by
contacting manager@myattsfieldspark.info

(b) We have a contractual obligation.

(c) We have a legal obligation.

(d) We have a vital interest.

(e) We need it to perform a public task.

(f) We have a legitimate interest

MFPP GDPR Compliant Data Protection Policy

Revised: May 2023
Volunteer Management System
We use InitLive, a Certified B Corporation, to manage and empower staff and volunteers. It
allows us to efficiently carry on volunteer sign-up, onboarding, scheduling, management,
communications, and reporting through protected web app and native mobile apps. These
systems are linked to our main webpage but they work independently. InitLive holds 5
technology patents that offer real-time communications and data filtering features. Their
privacy policy here
Email and Online documents
We use password-protected Google accounts as email provider, and a basis for online
documents. Google is listed under the EU-US Privacy Shield scheme. Google has a high
level of privacy and encryption detailed here in its Privacy Shield listing.
If you are in communication with us over any issue, including applying for vegetable
seedlings, park enquiries, Vassall and Coldharbour Forum or volunteering, we are working
on a legitimate interest to reply to your queries, and to progress the matters you have raised.
If you wish to be sure that your email address is deleted from our correspondence, please
tell the person to whom you sent the email.
E-Newsletters
We collect your email address when you sign up for the e-newsletter (Myatt’s Fields Park
Project, Lambeth Early Action Partnership parents forum and Vassall and Coldharbour
Forum). We will sign you up for the e-newsletter if you give your consent.
If you have signed up to a different service, we will ask if you would like to also receive the
newsletter. We do not automatically transfer you.
Your name and email are received by Google mail by a member of staff who enters it into
the Mailchimp online service in order to manage sending you the email. No other personal
details are recorded and you can ask us to delete your original email. Mailchimp is registered
under the EU-US Privacy Shield. Details of Mailchimp’s privacy policy, is here
If you would like to be removed from the E-newsletter, please press the unsubscribe button
on an email at any time and confirm your details. You can also use the original sign up page
to remove yourself from the list, or get in touch with one of our senior staff team.
Facilities Hire – Weddings, Parties, Sports
If you hire one of our wedding or party venues we will enter into a contract with you. This
means that we have a contractual obligation to keep your relevant personal details (name,
phone number, email, address, date of special occasion) through the duration of the hire,
and until we can be sure the contract is complete.
We delete these records from our working system annually to protect your privacy. Your
name and the date of your wedding/party are featured on your invoice and are hence
retained for the statutory period of 6 years. We do not use this information to contact you.
If you make a booking for a sports venue this is managed through the online booking
company: 10 to 8. 10 to 8 is a UK company registered with the Information Commissioners
Office as a Data Controller. Their privacy policy is here.
When you book, 10 to 8 sends a nominated member of MFPP staff an email with your name
and booking details, and any amendments. We delete these emails immediately, taking
appropriate action if requested. Registered staff have access to the 10 to 8 system, and

MFPP GDPR Compliant Data Protection Policy

Revised: May 2023
hence your email and/or phone, we only use these details to respond to your messages or
deal with any emergency closures, in which case we would delete your details immediately
after use.
If you are organising a wedding, we usually work with a freelance event organiser to take
care of house keeping. In this case we would, with your permission, pass your phone
number and email address to the freelancer, or ask you to provide them directly. We have a
third party processor agreement in place with our freelancers to ensure security of your
details.
Volunteering and Trustees
When you sign up with us as a volunteer, Myatts Fields Park Project takes your contact
details so we can keep you updated on volunteering activity, to ensure you are covered by
our public liability insurance, or to let you know if an activity is cancelled. We ask for your
name, address, email, and phone number, however you may choose not to be contacted by
any of these means, or to later delete them. We will recheck all existing volunteers who are
happy to have their details held on a yearly basis.
Additionally, we ask for information on any relevant health needs or disabilities, in order to
help us tailor a volunteer experience to best support your health. This information is
voluntarily provided and will only be shared among our session co-ordinators.
We store your information within a Volunteer Management System. This is managed by
Myatt’s Fields Park Project managers, who also have access to your details while at Myatt’s
Fields.
Please let us know when you leave your volunteering role and we will delete your details.
Trustees are volunteers for Myatts Field Park Project who fulfil a contractual role, and as
such we need to hold your legal name , address, date of birth and occupation. MFPP has to
maintain contact details as email and telephone for the purpose of organising trustee
business. Finally we ask that trustees share their email address and phone number with
each other, in order to facilitate discussion of trustee business between meetings. If you
would like to be removed from any of these lists and stand down as a trustee, please tell the
chair initially, or the most senior member of staff at that time.
Staff
We follow the ICO code on recruitment and employment
Vassall and Coldharbour Forum
VACF is hosted by Myatt’s Fields Park Project. See newsletter section above.
2 YOUR DATA PROTECTION RIGHTS
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you
think is inaccurate. You also have the right to ask us to complete information you think is
incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in
certain circumstances.

MFPP GDPR Compliant Data Protection Policy

Revised: May 2023
Your right to restriction of processing - You have the right to ask us to restrict the
processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of
your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal
information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we
have one month to respond to you.
Please contact us at manager@myattsfieldspark.info if you wish to make a request.
If you would like to see the information we hold on you, please make a subject access
request in writing to our office with a payment of £10, along with your name, address, and
email. It is helpful to know which areas of the park or project you have engaged in. We will
reply to you within 30 days to let you know what data we hold. You will be contacted by a
named member of staff who will draw together your records. You have the right to correct
any misinformation.
If you would like to make a request for deletion, please follow the processes listed
individually or through the subject access request above.

MFPP GDPR Compliant Data Protection Policy

Revised: May 2023