Privacy Notice – Corbett Community Library Last updated: March 2026
1. Who we are

Corbett Community Library is a registered charity in England and Wales (charity number 1171748). We operate a volunteer-powered community library at 103 Torridon Road, London SE6 1RQ, providing library services, community activities and space hire to the people of Catford and the wider London Borough of Lewisham.

Corbett Community Library is the Data Controller for all personal data collected through this website and our services.

2. How to contact us about your data

Corbett Community Library, 103 Torridon Road, London SE6 1RQ Email: info@corbettcommunity.org.uk Telephone: 020 8378 5358

We are not currently registered with the Information Commissioner’s Office (ICO) as we fall within the exemption for organisations that only process personal data for the purposes listed in this notice. If you have a concern about how we handle your data that we cannot resolve, you have the right to complain to the ICO at ico.org.uk.

3. What personal data we collect and why

Website contact forms and hire enquiries We collect your name, email address and the details of your enquiry in order to respond to you. We do not store this information beyond that exchange, add you to any mailing list, or pass your details to third parties. Our legal basis is legitimate interests.

Volunteer applications and records When you apply to volunteer with us, we collect your name, email address, telephone number, date of birth, DBS certificate status, availability, previous experience, reasons for volunteering, referee details, emergency contact details and age group. We use this information to assess your suitability, manage your volunteering relationship with us, and meet our safeguarding obligations. We retain volunteer records for the duration of your volunteering and for 2 years afterwards. Our legal basis is legitimate interests and, where DBS information is involved, legal obligation.

Membership and mailing list If you sign up to receive information from us, we collect your name and email address in order to send you newsletters, updates on activities and events, and occasional requests for support. Our mailing list is managed using Beehiiv, a US-based email platform. By signing up you consent to your name and email address being stored on Beehiiv’s servers, which are located outside the UK. Beehiiv participates in data transfer frameworks that provide appropriate safeguards for international transfers. We will only contact you with your consent and will always include clear information on how to unsubscribe. You can ask us to stop contacting you at any time via the unsubscribe link in any email we send, or by emailing info@corbettcommunity.org.uk. Our legal basis is consent.

Events and activities If you register for or attend one of our events or activities, we may collect your name and contact details to record participation and report to funders. Depending on the event, we may also ask for emergency contact details, access needs, dietary requirements, and information about disability or additional needs. Information on gender or ethnicity may be requested where this is specifically required by a funder — this is always optional. We retain event participation records for 3 years. Our legal basis is legitimate interests and, where required by funders, legal obligation.

Donations and Gift Aid Donation functionality on this site directs you to JustGiving. We do not collect payment data directly. Where JustGiving shares donor information with us, we use it solely to acknowledge your support and, where applicable, to process Gift Aid claims. Gift Aid records are retained for 7 years in accordance with HMRC requirements. Our legal basis is legal obligation (Gift Aid) and legitimate interests.

Event bookings Where events use our online booking system, this is provided by Ticket Tailor, a third-party platform. Any personal data submitted through Ticket Tailor is subject to Ticket Tailor’s own privacy policy. We receive booking details in order to manage event attendance. Our legal basis is the performance of a contract.

4. Who we share your data with

We do not sell or rent your personal data to third parties. We will only share data in the following circumstances: with Lewisham Library & Information Service and Lewisham Council as required under our operating arrangements; with funders where reporting on participation is a condition of our funding, using only the minimum data necessary; with emergency services or relevant authorities where a specific incident requires it; and with service providers such as Beehiiv and Ticket Tailor who process data on our behalf and are required to keep your data secure.

5. How long we keep your data

General enquiries and hire form submissions: 12 months from last contact. Mailing list: until you unsubscribe or ask us to remove you. Volunteer records: 2 years after the end of volunteering. Event participation records: 3 years. Gift Aid and donation records: 7 years.

6. How we keep your data safe

We ensure appropriate technical controls are in place to protect your personal data. Our online forms are encrypted. We review who has access to the data we hold to ensure it is only accessible by appropriately designated staff and volunteer managers. All those who handle personal data are expected to understand and comply with their obligations under UK GDPR.

7. Your rights

Under UK GDPR you have the right to: access a copy of the personal data we hold about you; have inaccurate data corrected; request deletion of your data in certain circumstances; restrict or object to processing; data portability; and withdraw consent at any time where consent is the basis for processing.

To exercise any of these rights, please write to us at 103 Torridon Road, London SE6 1RQ or email info@corbettcommunity.org.uk. For Subject Access Requests we ask that you write to our postal address with proof of identity, to ensure that personal data is only provided to the correct person. We will respond to all requests within one month.

If you are not satisfied with our response, you have the right to complain to the ICO at ico.org.uk.

8. Changes to this notice

We may update this privacy notice from time to time. Where significant changes are made we will communicate these on our website and, where appropriate, by contacting you directly. This notice was last updated in March 2026.

Introduction

This privacy policy sets out how the Archibald Corbett Community Library, Arts & Heritage Centre (ACCLAHC) uses and treats your personal information.
The policy may be altered from time to time to comply with any changes in the way the data protection rules are interpreted and to ensure compliance with charity law and guidance.

Background

ACCLAHC is a registered charity in England and Wales (1171748) working in the London Borough of Lewisham to provide a volunteer-powered community library service in parallel with a range of classes, activities and services to meet the needs of the community of Catford. ACCLAHC respects all personal data shared with us by our service users and contacts in line with their wishes. We aim to be clear when we collect any personal information or data such as names, addresses, email contacts, and we will not do anything which members and contacts would not reasonably expect. The following policy sets out how we will use any personal information as service users and contacts engage with us whether online or offline.

Our policy reflects our duties under the General Data Protection Regulations (GDPR) to use information fairly, to ensure it is keep securely, to ensure it is accurate and up to date, and that it is disposed of safely if this is requested / required.

By joining ACCLAHC we ask service users to provide basic information including name, postal address, online contact (email). Holding this information means we can keep service users informed of activities, events and can also track who are our service users.

By signing up as a ACCLAHC member or to a ACCLAHC mailing list, participating in ACCLAHC events or supporting ACCLAHC as a donor, contacts accept this privacy policy and authorise ACCLAHC to collect, store and process their information in the ways explained in this privacy policy.

How we gather information and data

We collect information in the following ways:

  • When it is given to ACCLAHC directly:

People who wish to become ACCLAHC service users to support and be engaged in our work most closely will provide us with information in order to receive our newsletters and other occasional information, and to participate in events, to donate to our work or to communicate with us.
People may also give us their details at meetings and other events where we take written details of names, postal address, email addresses and more.

  • When it is provided to ACCLAHC indirectly:

Information may also be shared with us by fundraising sites such as JustGiving, if service users, supporters and contacts choose to use such means to donate, but this will only result in ACCLAHC seeing the contact’s details which have been consented to being providing.
Contacts’ information may also be shared with us by other parties where the contacts have opted in to sharing their information with those other organisations.
In the above cases, contacts should check the third parties’ Privacy Policy before providing any information, to understand fully how those organisations / parties will process any data provided.

Social Media

We do not collect any personal and tracking data via social media platforms such as Facebook, Instagram, Twitter or WhatsApp.

Google Analytics

We do not use Google Analytics to monitor traffic levels, search queries and visits to our website.

What personal data do we collect

The type and quantity of information we collect and how we use it depends on why service users and contacts are providing it.
If you join ACCLAHC as a service user, sign-up to receive information from ACCLAHC or make a donation to ACCLAHC, we may collect:

  • Your name
  • Your contact details – postal address, email address, telephone number, social media details

If you take part in a ACCLAHC event or activity we may ask you for information to ensure we can record how many people are participating for use in reporting to funders and other organisations which may wish to know about ACCLAHC’s effectiveness and engagement.
Depending on the event, this information may include all or some of the following:

  • Your name
  • Your contact details
  • Emergency contact details
  • Access needs and any allergies or dietary requirements
  • Issues relating to disability or autism
    Where it is appropriate (and you have the right to decline to give this information) we may also ask for:
  • The reason for donating to ACCLAHC. This is not a mandatory question and contacts need only answer this where they are comfortable with disclosing this to ACCLAHC.
  • Information on gender or ethnicity – this is often sought by any funders to help in reporting on how their funds are used and how effective ACCLAHC is as an organisation.

How we use the data

We will mainly use your data to:

  • Provide service users and contacts with information about our activities and events
  • Promote our work, projects and activities
  • Administer the financial support (donations, etc) including processing any Gift Aid consents
  • Retain a record of a service user / donor / other contact’s relationship with us, such as duration of membership
  • To say ‘thank you’ for involvement and support
  • To ensure we know how service users and contacts prefer to be contacted
  • To help us to identify and report on who is engaging with our work – such information is often requested by funders and others interested in ACCLAHC’s work
  • Understand how we can improve our work, events, activities and information provision to service users and contacts.

With consent, we will contact service users and contacts to let them know about regular activities, progress and plans and where we may also require help and support to achieve our charitable aims and objectives, and, if necessary, to request support and / or financial support.
We aim for our communications to be personal, relevant and timely.
We will never share or sell personal details to third parties.

Changing your preferences

We will make it easy for service users and contacts to tell us how they want to be communicated and reached, in way suitable to them.
We include information on how to opt out when we send you any information.
If service users and contacts wish to decide to stop hearing from us they can let us know by contacting us at: info@corbettcommunity.org.uk

How we keep your data safe and who has access

We ensure that there are appropriate technical controls in place to protect your personal details. For example our online forms are encrypted and our network is protected and routinely monitored.

We undertake regular reviews of who can access information we hold to ensure that it is only accessible by appropriately designated managers and volunteer managers who understand the rules on data protection.

We will only ever share data about our service users and contacts if we have received explicit and informed consent to do so from those individuals concerned.

Keeping your information up to date

We appreciate service users and contacts keeping us informed of any changes in their contact details.

Service users and contacts have the right to ask us to stop processing their personal data, and if it is not necessary for the purpose for which it was provided (e.g. processing a donation) we will do so.

Contact us at info@corbettcommunity.org.uk if you have any concerns.

Service users and contacts have a right to ask for a copy of the information we hold about them and should contact info@corbettcommunity.org.uk if this is required.

If there are any discrepancies in the information we provide, we request that service users and contacts let us know and we will correct them.

If service users and contacts want to access the information we hold send a description of the information you want to see and proof of your identity to our postal address: 103-105 Torridon Road, London SE6 1RQ.

NOTE: We do not accept these requests by email in order to ensure that we only provide personal data to the right person.

Changes to this policy

We may change this privacy policy from time to time.

If significant changes are made in the way we treat the personal information we hold, we will make this clear on the ACCLAHC website and / or by contacting service users and contacts directly.

If you have any questions, comments or suggestions about this Privacy Policy please contact info@corbettcommunity.org.uk