Privacy Policy
We are committed to respecting your privacy. This notice explains how we may use personal information we collect before, during and after your membership with us. It applies to you if you have registered to become, or are, a member of The Parks (Bracknell) Management Ltd.
References to we, our or us in this notice are to The Parks (Bracknell) Management Ltd (TPBM Ltd).
1. Who we are
We have not appointed a named Data Protection Officer as we are not required to do so, but our directors have overall responsibility for data protection compliance. Contact details are in the Contacting us section below.
2. Personal information we may collect
Depending on the type of membership you register for, we may collect:
- Name, title, email addresses and telephone numbers
- Date of birth and gender
- Membership start and end date
- Records of your interactions with us (telephone, email and correspondence)
- Payment details so we can receive service charge payments
- Usage of our online portal, IP addresses and usernames
- Records of your attendance at any meetings or events we host
- Images in video or photographic form and voice recordings
- Your marketing preferences
- Identification documents such as passport and identity cards
- Details of next of kin, family members and emergency contacts
3. Special categories of personal information
We may also collect these "special categories" of sensitive information:
- Information about your race or ethnicity, religious beliefs and sexual orientation
- Information about your health, including any medical condition and health records
- Biometric information, for example fingerprints or retina scans
Where we process special category data, we do so on the basis that it is necessary for reasons of substantial public interest, for legal claims, under employment law, or based on your explicit consent.
4. Where we collect your information
We typically collect personal information when you apply to become a member, register on our website, make a query or complaint, or correspond with us by phone, email or in some other way.
If you provide details of next of kin or emergency contacts, please share this notice with those who are sufficiently mature to understand it — they have the same rights as you.
5. How we use your information
The table below describes the main purposes for which we process your personal information.
| Purpose | Personal information used | Lawful basis |
|---|---|---|
| Administer your membership | Contact and membership details, transaction information, records of interactions | Necessary to manage your membership contract |
| Manage contracts for services | Contact details, transaction information | Necessary to perform any contract |
| Send membership benefits and updates | Contact and membership details | Necessary to administer your membership |
| Send marketing you have requested | Contact details and marketing preferences | Your explicit consent |
| Answer queries or complaints | Contact details, records of interactions | Legitimate interest |
| Retain records | All personal information we collect | Legitimate interest; legal obligations |
| IT security | Usage of our IT systems | Legitimate interest |
| Equal opportunities monitoring | Name, DOB, gender, ethnicity, health | Legitimate interest; special category reasons |
| Safeguarding compliance | Criminal convictions information | Legal obligations or explicit consent |
Where you have given consent you may withdraw it at any time by contacting us. Withdrawal will not affect any use of data made before that point.
6. Direct marketing
From time to time we may contact you by email or post with information about products and services we believe you may be interested in.
You can opt out at any time by emailing contact@tpbm.co.uk or by clicking the unsubscribe link in any marketing message we send.
7. Disclosure of your personal information
We share personal information with:
- Any party approved by you
- Governing or regional bodies for proper administration
- Service providers — email, payment processing, IT services and website hosting
- Government or regulators where required by law
- Police and law enforcement to assist with prevention and investigation of crime
8. International transfers
The personal information we collect is not transferred to or stored in countries outside of the UK and the European Union. We will ensure appropriate safeguards are in place wherever a third party processes your data on our behalf.
9. How long we keep personal information
Generally, where there is no legal requirement, we retain all records for 6 years after your last contact with us or the end of your membership. Exceptions:
- Unsuccessful applicants — no more than 12 months
- Personal injury or discrimination claims — until the applicable limitation period expires
Please let us know if your contact details change so our records stay accurate.
10. Your rights
You have the right to: be informed; access your data; request correction or erasure; restrict processing; object to processing; request data transfer; and object to automated decision-making.
More information is available on the Information Commissioner's website.
11. Changes to this notice
We may update this notice from time to time. When we make a material change we will update the date at the top of this page and, for significant changes, try to give you reasonable advance notice.
12. Contacting us
For any query or complaint about the information we hold about you, please contact us:
60 Austin Way, Bracknell
Berkshire, RG12 9HN