Privacy Policy
West Billericay Community Association Ltd.
Last updated: August 2026
About this Privacy Policy
West Billericay Community Association Ltd (WBCA), which operates Hannakins Farm Community Centre, is committed to protecting personal information and handling it fairly, securely and in accordance with applicable UK data protection law.
This Privacy Policy explains what personal information we collect, why we use it, how long we keep it, who we may share it with and the rights individuals have in relation to their information. It applies to members, hirers, Centre users, people making enquiries, volunteers, trustees and others who interact with WBCA.
If you have any questions regarding this Privacy Policy please email: hannakinsfarmcc@hotmail.co.uk
Who We Are
West Billericay Community Association Ltd (WBCA) is responsible for the personal information it collects and uses.
Hannakins Farm Community Centre,
Rosebay Avenue,
Billericay,
Essex,
CM12 0SY
Telephone: 01277 630851
Email: hannakinsfarmcc@hotmail.co.uk
WBCA is registered with the Information Commissioner’s Office (ICO). You can find more information about your rights at the ICO website: https://ico.org.uk
Information We Collect
Depending on how you interact with WBCA, we may collect information including:
- name, address and contact details;
- membership details;
- booking and facility hire information;
- payment and transaction information;
- correspondence, enquiries and complaints;
- information relating to incidents, safety or use of the Centre;
- CCTV images where applicable; and
- information provided when contacting us through our website, by email, telephone or in person.
Where necessary, we may also hold limited information relating to children, for example where required for membership, bookings, safeguarding or the safe operation of activities and facilities. Where appropriate, information will be provided by or handled in conjunction with a parent or guardian.
We only collect personal information that is reasonably necessary for the purposes for which it is used.
How We Use Personal Information
We may use personal information to:
- administer memberships;
- manage bookings and facility hire;
- respond to enquiries and requests;
- communicate with members and Centre users;
- administer meetings and other WBCA activities;
- process payments and maintain appropriate financial records;
- manage complaints, incidents and disciplinary matters;
- maintain the safety and security of the Centre;
- meet safeguarding responsibilities;
- comply with legal, regulatory and insurance requirements; and
- manage and improve the operation of Hannakins Farm Community Centre.
We will not use personal information for purposes that are incompatible with the reason it was collected unless permitted or required by law.
Lawful Bases for Using Personal Information
Depending on the circumstances, WBCA may rely on one or more of the following lawful bases:
- Contract – where processing is necessary to administer membership, bookings, facility hire or another agreement.
- Legal obligation – where we are required to use or retain information to comply with the law.
- Legitimate interests – where processing is reasonably necessary for the proper administration, safety, security and operation of WBCA and Hannakins Farm Community Centre, provided those interests do not override an individual’s rights.
- Consent – where we specifically ask for consent. Where we rely on consent, it may be withdrawn at any time.
- Vital interests – where processing is necessary to protect someone’s life.
Sharing Personal Information
WBCA does not sell personal information. We may share personal information where reasonably necessary with:
- service providers acting on our behalf;
- professional advisers, insurers or auditors;
- organisations involved in administering relevant activities or memberships;
- local authorities, regulators or other public bodies; and
- the police, emergency services or other authorities where necessary or required by law.
We will only share personal information where there is an appropriate reason and lawful basis for doing so.
How Long We Keep Personal Information
WBCA keeps personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet any legal, accounting, insurance, safeguarding or regulatory requirements. Different types of information may therefore be kept for different periods.
When personal information is no longer required, it will be securely deleted, destroyed or anonymised where appropriate.
Keeping Personal Information Secure
WBCA takes reasonable organisational and technical measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. Access to personal information is limited to those who need it for legitimate WBCA purposes.
Your Data Protection Rights
Depending on the circumstances, you may have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete your information;
- ask us to restrict how your information is used;
- object to certain uses of your information;
- receive certain information in a portable format; and
- withdraw consent where we rely on consent.
These rights do not apply in every circumstance and there may be lawful reasons why we cannot comply fully with a request. You also have the right to object to certain processing of your personal information where WBCA relies on legitimate interests.
To exercise any of your data protection rights, please contact WBCA by email at hannakinsfarmcc@hotmail.co.uk. We may need to confirm your identity before responding.
Providing Personal Information
Some personal information is necessary for WBCA to provide membership, process a booking or facility hire, meet legal requirements or provide another requested service. If required information is not provided, we may be unable to provide the relevant membership, booking, service or facility.
Data Protection Complaints
If you have concerns about how WBCA has handled your personal information, please contact us by email at hannakinsfarmcc@hotmail.co.uk so that we can investigate.
Data protection complaints will be handled in accordance with WBCA’s Complaints Policy and applicable data protection law. We will acknowledge a data protection complaint within 30 days, investigate it appropriately without undue delay, keep the complainant informed where necessary and communicate the outcome.
You also have the right to complain to the Information Commissioner’s Office (ICO) if you are dissatisfied with how your personal information has been handled. Further information is available at https://ico.org.uk/make-a-complaint or by telephone on 0303 123 1113.
Cookies
Automated Decision-Making
WBCA does not use personal information to make solely automated decisions that have legal or similarly significant effects on individuals.
Changes to this Privacy Policy
WBCA may update this Privacy Policy from time to time to reflect changes in the law or how WBCA operates. The latest version will be available on the Hannakins Farm Community Centre website. Changes will take effect from the date stated in the updated Privacy Policy.