Privacy Policy
About this Policy
This policy explains how we use your personal data when you visit our website, or when you visit one of our sites in Walthamstow or Leytonstone.
We will update this policy from time to time by publishing a new version on our website. We may notify you of changes to this policy by email, if there is a significant change.
Responsible person: CEO
Walthamstow Toy Library’s Data Protection Officer is CEO
Last updated: 22/04/2024
Next review date: 22/04/2025
Who we are
Walthamstow Toy Library and Play Centre is an educational charity which provides children and young people with a stimulating and creative learning environment. We are registered with the Charity Commission in England and Wales under registration 1178098 and are a company limited by guarantee in England and Wales under registration CEO13905.
How to contact us
If you have any questions that are not covered in this policy, please contact us:
Main office contact for Walthamstow and Leytonstone Toy Library:
020 8509 3401
hello@walthamstowtoylibrary.org
Walthamstow Toy Library and Play Centre
William Morris Hall
6-8 Somers Road
London
E17 6RX
Leytonstone Toy Library and Play Centre
Langthorne Park Pavilion
51 Birch Grove
E11 4YG
Call, text or WhatsApp to contact the E11 team: 07719 087262
Processing personal data
We process personal data relating to Walthamstow Toy Library and Play Centres’ children and young people, parents and visitors, funders and supporters, in order to manage and administer our services and keep people informed about our work.
Personal information we collect about you
We collect information about you when you give it to us or interact with us. For example when you buy entry tickets online, make a donation, join a play session, borrow toys or book a party. We’ll store personal information such as:
your name
email address
postal address
telephone number
your ethnicity
bank and Direct Debit details
purchases and donations
number of children, their names, dates of birth and ethnicity
SEND status of you/your child
relevant health information
if you are on a low income
photos and video footage
Funders and supporters
We will collect publicly available information and data you give us through contact with staff, our website and third party donation platforms. We’ll store information such as:
your name
email address
postal address
telephone number
financial information to process donations
email communications between us
The legal bases we rely on
The law on data protection sets out a number of different reasons we may collect and process your personal data. We may process your data based on the following:
Consent
We will ask for your permission before we process your data. For example we will ask if you would like to receive our update email or if we can use photographs or video taken of you. Consent may be withdrawn at any time by contacting us on the above contact information.
Contractual purposes
When you buy a ticket, rent a toy or make a donation to us, you are entering into a contract with us. In order to perform this contract we need to process and store your data (including information about your children or whether you are on a low income).
Legitimate business interests
In certain situations we collect and process your personal data for purposes that are in our legitimate organisational interests. For example:
registering and maintaining records of families who use our services, volunteers and supporters in order to administer all aspects of the charity’s work
monitoring and evaluating the effectiveness of our services
support fundraising activities, including communications with current and potential funders
collaborating with partner organisations
for safeguarding purposes
for security purposes (by CCTV when you visit our premises)
to make it quicker for you to book again with us in the future (by storing relevant information about you within our booking system).
We will assess our business interests to make sure they do not override your rights. In some cases you have the right to object to this processing, you can do this by contacting us on the above contact information.
Legal Obligation
We will disclose your personal information, for example to government bodies and law enforcement agencies, in order to comply with any legal obligation.
Third Parties
We sometimes share your personal data with trusted third parties. We will only share your information with service providers who process data on our behalf and on our instructions, such as our ticketing system software provider.
We also receive personal information from the following sources in the following scenarios:
third-party donation platforms such as Ticketlab, CAF and Localgiving
How we store your personal information
We keep your information:
For as long as required by law
Until we no longer have a valid reason for keeping it
Until you request us to stop using it.
We may keep just enough of your personal information to ensure that we comply with your request not to use your personal information or comply with your right to erasure. For example, we must keep details about your request to be erased even if it includes your personal data until such time as you are no longer using our services.
Please see a sample of our retention:
Type of Data / How long we keep it for
Personal information stored online / 5 years from the point in which that person is no longer involved in the organisation
Gift Aid information / 7 years
Financial information – party, venue booking forms / 7 years
How we protect your personal data
We will treat your data with the utmost care and take all appropriate steps to protect it. For example We secure access to all transactional areas of our websites using ‘https’ technology.
We will ensure that any third parties we use for processing your personal information protect your personal data.
We will not transfer, process or store your data anywhere that is outside of the European Economic Area.
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.
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 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. We may request identification before processing your request, which is not included in the one month timeframe. Please contact us using the contact information provided above if you wish to make a request.
If you no longer want to receive our monthly update email, you can opt out by contacting us. Note you may still receive emails for a short period after opting out while we update our records.
Cookies
Cookies are small files that are stored on your device when you visit a website. The cookies mean that the website will remember you and how you've used the site every time you come back. You can decide whether or not to allow cookies on your computer. If you want to know more about cookies, head to aboutcookies.org or allaboutcookies.org (please note these links open a new window or browser tab).
We use cookies to do a number of things. For example, remembering your preferences, recording what you've put in your shopping basket, or counting the number of people looking at a website.
We have categorised our cookies into the following categories:
Strictly necessary – these are used to help make our website work efficiently.
Performance – these are used to analyse the way our website works and how we can improve it.
Functionality – these help to enhance your experience by doing things like remembering products you've added to your basket.
How to complain
If you have any concerns about how we use your personal information, you can make a complaint to us by emailing hello@walthamstowtoylibrary.org
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk