Draft for review by City of Birmingham Foundation before go-live. Version 1.0.
City of Birmingham Foundation is the data controller for the information we hold about people who join and attend our activities.
What we collect
Your name and a membership number. Optionally: contact details, address, date of birth, gender, how you heard about us and your interests. If you choose to tell us, we may also record your ethnicity, accessibility or health needs, and an emergency contact.
Why we use it
- To register you and record which sessions you attend (legitimate interests).
- To keep you safe at activities, using health and emergency information only with your explicit consent.
- To contact you about sessions, and about news only if you have opted in (consent).
- To produce anonymous statistics for funders and partners. Nobody can be identified from these reports; small numbers are hidden.
Who can see it
Only authorised staff. Volunteers running a session can see names and membership numbers to check people in. Sensitive information is encrypted and restricted to a small number of staff, and every access is logged. We never sell your data.
Your QR membership card
Your card's QR code contains only a random code, not your name or any other personal information.
How long we keep it
While you take part. If we haven't seen you for 36 months we review your record and erase your personal details, keeping only anonymous attendance counts.
Your rights
You can ask to see, correct or delete your information, withdraw consent, or object to how we use it. You can also complain to the Information Commissioner's Office (ico.org.uk).
Contact
Speak to a member of staff at any session.