Privacy policy

Who we are

Wandsworth Work and Play, known as the Scrapstore, is a registered charity (number 1041641) based at Hazelhurst Estate, 13 Blackshaw Road, London SW17 0DA. We are the data controller for the personal information described in this policy. You can contact us about anything in it at info@workandplayscrapstore.org.uk or by post at the address above.

What information we collect

We collect only what we need to run the Scrapstore:

1. When you join, renew or apply to volunteer: your name, email address, date of birth, and, if you give them, your phone number, a photograph of yourself, and the name of a support person who may accompany you. For a group membership we also collect your organisation’s name and type, and the names and email addresses of the people who collect on its behalf.
2. When you visit: a record of your check-in at the door (your name, the date and time, and whether the check-in succeeded). Visitors who come without joining give their name, contact details and whether they would like to hear from us.
3. When you pay: the amount, date and method of your payment, and a payment reference. Card details are handled by our payment processor, and never reach us.
4. When you use our member app: your bookings, volunteering days, feedback, support tickets, notices you have read, and a log of significant actions on your account (for example signing in, booking a visit, renewing) so we can help if something goes wrong.
5. When you subscribe to our newsletter or make an enquiry through our website: your email address, your name if you give it, and what you wrote.
6. When you browse our website: nothing that identifies you. Our website sets no advertising or tracking cookies, and our visitor statistics are collected without cookies or personal identifiers.

We do not ask for, and ask you not to send us, information about your health, ethnicity, religion, politics or finances. Where a concession membership applies, we ask only to see the relevant card or proof on your first visit; we do not record why you hold it.

Why we use it, and our lawful basis

1. To provide your membership and run the store (checking you in, recording visits, renewals, invoices, receipts, your membership card and certificate): this is necessary to perform our agreement with you.
2. To manage volunteering (applications, bookings, planned hours, attendance): our agreement with you as a volunteer, and our legitimate interest in running a safe, well-staffed store.
3. To keep the store secure and prevent misuse (the check-in record, the account activity log): our legitimate interest in the safety of members, volunteers and staff.
4. To send you service messages (booking confirmations, renewal reminders, receipts, replies to your feedback or tickets): our agreement with you.
5. To send you our newsletter and special-event news: only with your consent, which you can withdraw at any time from your account settings or the unsubscribe link in every newsletter.
6. To show your birthday on our in-store birthday wall: only with your consent.
7. To keep accounting records: our legal obligations as a charity.
8. To understand how the store is used and report on our impact: our legitimate interest, using figures that do not identify individuals.

Who sees it

Inside the charity, our staff and trustees see the information they need to run the store; trustees see member records only in their governance role. We use a small number of service providers, who act on our instructions under written agreements: a database and login provider (hosted in the United Kingdom), a website and app hosting provider, a payment processor (which handles card details under its own privacy policy and never passes them to us), an email delivery service, and a content delivery and cookie-free analytics service. Some of these providers process data outside the United Kingdom. Where that happens, the transfer is covered by the UK’s adequacy decisions or by the UK International Data Transfer Addendum to the standard contractual clauses, as provided in each provider’s terms. We do not sell your information, and we do not share it with anyone else unless the law requires it. A current list of our providers is available on request from info@workandplayscrapstore.org.uk.

How long we keep it

1. Membership and volunteering records: for the life of your membership or volunteering, and for six years afterwards for accounting and legal purposes, after which we delete or anonymise them.
2. Payment records: seven years, as required for charity accounts.
3. Check-in records and the account activity log: 24 months.
4. Visitor details: 12 months, or for as long as you are subscribed to hear from us if you opted in.
5. Newsletter subscriptions: until you unsubscribe.
6. Enquiries: 12 months.

If you close your account, we anonymise your personal details straight away while keeping the payment records the law requires.

Your rights

You can ask us for a copy of the information we hold about you, ask us to correct it, ask us to delete it, object to our use of it, ask us to restrict it, and ask for a copy in a machine-readable form. Members can download their own data from their account settings at any time. To exercise any right, email info@workandplayscrapstore.org.uk; we will respond within one month. If you are unhappy with how we handle your information you can complain to the Information Commissioner’s Office at ico.org.uk or 0303 123 1113.

Children

Children aged 12 and over are welcome in the store with an adult. Membership accounts are for adults; a school or group membership is held by the organisation, and we do not create accounts for children.

Changes

We will post any changes here with a new date, and tell members of significant changes by email.