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Privacy Notice

Melbourn Hub Privacy Notice

The purpose of this Privacy Notice is to set out when and why we collect personal information, how we use it and how we store it.

At the Melbourn Hub, we are committed to maintaining the trust and confidence of all those with whom we interact. This means we value and respect customers, volunteers, staff, suppliers and visitors to our web site, aiming to protect the integrity of personal information we may need to collect or store. We do not collect, store or make personal information in any form available to third parties without consent.

The types of personal information that we collect, process, hold and share
Full name, residential address, telephone number(s) Email address, and (where relevant) business or organisation.

Also, when necessary, we also collect information on education and qualifications, career experience and personal references when these are needed.

In the case of staff members, we also collect and hold information on bank accounts, postal address, National Insurance and age.

We capture Closed Circuit TV (CCTV) images of users of the building and staff both during open hours for health and safety, and for security purposes 24 hours a day. Inside and outside spaces are permanently monitored and images recorded.

If views are expressed on our website and social media specifically for the purposes of feedback on, or enquiries about, products and services.  These can sometimes included personal information.

Why we collect and use this information
Staff – to determine best candidates at the time of interview and selection, to enable the creation of employment documentation, to facilitate communication on working shifts and to provide a platform for payment of wages and PAYE taxation; also to be able to perform legal and lawful obligations necessary within contracts of employment.

Volunteers – To enable the creation of volunteer work rosters, to facilitate communication with all volunteers and to help maintain a critical work group on whom the Melbourn Hub depends; also to perform legitimate obligations relating to their places of non-paid work.

Customers and Suppliers – Where personal information is held for legitimate reasons of securing communication channels to enable us to fulfil obligations regarding processes and events initiated by the customer, we hold the minimum of personal contact details and for the duration of the transaction or contract arrangement only. We do not store data generated from one-off enquiries unless they fall under the legitimate and lawful consent basis explained below.

The general public – For both security of the building and its contents CCTV is in operation, both day and night and also to protect the security of staff, customers and clients. Footage is obtained legitimately for the purposes of security, health and safety obligations at a place of work and business. All cameras are installed in open locations.

Collecting this information
All the information we collect has been given openly, and in the knowledge that it is being used for the reasons as set out in the foregoing section. It is the Policy of the Melbourn Community Hub to verify personal information through either positive and specific written consent where this might be required and/or has been obtained lawfully and/or legitimately for the purposes of operating the business, or to enable contractural transactions or when collecting and processing is necessary to perform the obligations under employment contract.

If we consider positive and specific consent is required a Consent Form will be provided for you to complete.

Storing this information
All Personal Information is stored securely in a locked file, only accessible to those persons with designated right to do so; these persons will include the Data Protection Officer and only nominated Directors. In the case of CCTV the recorded material is stored on a local hard drive and overwritten every 9 days.

Who we share this information with
We will not share personal information with third parties without formal written consent unless this relates to legal and lawful obligations connected with staff employment, such as payroll staff and official organisations relevant to National Insurance and Taxation.

Review and Destruction of this information
We will audit all personal information held by the organisation at least annually with the objective of:
Destroying all personal information that is no longer in date or relevant to operating the business at that time Identifying all those individuals from whom renewed consent may be required that personal information should continue to be held.

Website-specific: Cookies

The website, along with most other major websites, uses ‘cookies’.

Cookies are pieces of information that a website transfers to the cookie file on your computer’s hard disk. Cookies enable users to navigate around websites and (when necessary) enable us to tailor the content to fit the needs of visitors who have accessed the site and help us improve the user experience. Without cookies enabled we cannot guarantee that the website, and your experience whilst visiting, are as we intended it to be. Without these cookies services you have asked for like accessing a secure area cannot be provided.  Please note that no personal data is captured through the use of cookies.

By using this site you are agreeing to the use of cookies being stored on your computer’s hard disk.

To stop cookies being stored on your computer you will need to alter the settings of your internet browser. You can find instructions on how to do this either through click ‘Help’ in the menu bar, or following these browser-by-browser instructions from

If you want to delete any cookies that are already on your computer, you will need to locate the file or directory that your computer stores them in.

As happens with most websites, our server will automatically log data regarding each visit such as your IP address, browser type, referring/exit pages, and operating system. We may use this information to monitor server errors, server administration or visitor behaviour. It is not possible for this to be disabled on a per-user basis, so you must leave this website if you do not agree to this happening.

Further information
If you would like further information about this Privacy Notice, please contact:
Emma Drake (Data Protection Officer) Melbourn Community Hub, 30 High Street, Melbourn, Royston, SG8 6DZ.
Email: Tel: 01763 263303

This Privacy Notice was last updated on 09 August 2018.

This Privacy Notice may be updated from time to time so you may wish to check it each time you provide personal data to us. We won’t alert you to minor changes, but if there are any major changes we will let you know and where appropriate ask for your consent.


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