DATA PROTECTION AND PRIVACY POLICY JANGCHUB LING KADAMPA BUDDHIST CENTRE
INTRODUCTION AND KEY DEFINITIONS
The Centre processes personal data under the UK GDPR and Data Protection Act 2018, as amended, including by the Data (Use and Access) Act 2025. These obligations apply whether or not the Centre is exempt from paying the ICO data protection fee.
Personal data is any information that allows another person or organisation to identify that individual. This definition provides for a wide range of personal identifiers to constitute personal data, including name, identification number, location data or online identifier, reflecting changes in technology and the way organisations collect information about people.
Information Commissioner’s Office
Jangchub Ling Kadampa Buddhist Centre is a charity based in the West Midlands offering meditation and teachings based in the Buddhist Tradition. Classes are held at the Centre and a number of branch locations across the West Midlands, Worcestershire, Hereford and Warwickshire. The Centre is run and managed entirely by volunteers.
The Centre is registered with the Information Commissioner's Office and pays the applicable annual data protection fee.
However, as an essential part of the Centre’s day to day activities we do collect and retain some data so for reasons of transparency this policy document seeks to set out what information is held about individuals and how it is used. Accounting and Gift Aid records are normally retained for six years after the end of the accounting period to which they relate. A continuing Gift Aid declaration is retained to support the donations it covers. Our providers may store or process information outside the UK. EmailOctopus stores contact lists in Ireland. However, information regarding study programme attendees, tenancy documents, volunteers and Committee Members will be held longer in accordance with the requirements of the Centre administration.
If you have any queries about how your information is being retained and used please contact the Admin Director at admin@meditateinthewestmidlands.co.uk
Your data rights and complaints
You are entitled to information about how we use your personal data. You may ask to access or correct your personal data, and, where the law provides, request deletion, restrict processing, object to processing or receive portable data. You also have rights concerning qualifying automated decisions. Requests may be verbal or written. We will respond without undue delay, normally within one calendar month, explaining any lawful extension, limitation or refusal. Where we rely on consent, you may withdraw it at any time.
Contact Mandy Nicol, Admin Director, at admin@meditateinthewestmidlands.co.uk. You may also complain about our handling of your personal data through that contact. We will acknowledge complaints within 30 days, investigate without undue delay and keep you informed of progress and outcome. You may complain to the Information Commissioner's Office at ico.org.uk.
Data Privacy and Security
Jangchub Ling Centre utilises Dropbox, a cloud based data storage system, accessed via an encrypted and password protected service. Access to this is held by key personnel only.
Information held by Jangchub Ling KBC
Website
We use essential cookies to help our website work. You can accept all cookies, decline optional cookies or manage your preferences using the cookie banner. With your permission, optional cookies help us understand which pages visitors find useful and measure visits to the website. Squarespace, our website provider, processes website information to provide its service.
Our website uses Google Analytics to help measure visits and includes a calendar provided by Tockify, which also loads Google Analytics. When analytics cookies are declined, Google may still receive limited measurements without those cookies. Analytics cookies are used when you allow them. A Meta advertising integration is configured for visitors who allow marketing cookies. You can change your choices using Cookie Preferences.
Members list
In accordance with the charities Articles of Association the Centre has a membership board and three Directors. Their responsibility is to oversee the Centre’s work and ensure we work in accordance with the New Kadampa Tradition’s Internal Rules, the Charity Commissions guidelines, Companies House legal requirements and various other items of legislation and best practice.
When an individual applies to become a member we hold the following information about them: • name
• address
• email
• telephone contact
This information is held in order to share agenda, minutes and Centre administration business such as calling a meeting.
Implied consent to hold this information is given on completion of the required form. In accordance with the new regulations a member or former member can request to have this information deleted if required.
Email list
The option to subscribe to emails from the Centre is available either by completing a form at a class or via the website. When signing up for emails it is specified that the person is consenting to receive communication from the Centre regarding courses, classes and events. The email provides an “unsubscribe” option or recipients can email and request that we take the details off the list.
Access to our email marketing service is password protected. This password is secured within a password management service.
Jangchub Ling only uses this information in order to contact individuals who have requested email contact and uses EmailOctopus and its delivery providers to send the emails people have requested.
The Centre uses EmailOctopus to send its emails. Its privacy information is available at: https://emailoctopus.com/legal/privacy
Gift Aid and accounts
Individuals who have kindly made a donation to Jangchub Ling Centre can, if eligible, sign a gift aid declaration in order that the Centre can claim against the gift. The information required includes their name, address and postcode. This information is submitted electronically to HMRC when a claim is made and a copy of the form held on our cloud database service and protected by encrypted password. Accounting and Gift Aid records are normally retained for six years after the end of the accounting period to which they relate. A continuing Gift Aid declaration is retained to support the donations it covers.
Individuals who make subscription payments will also have information captured through bank statements and a contact list held on our encrypted document service.
Our accountants, Sandwell Accountancy Service, and the receipt service AutoEntry process relevant accounting information.
Payments
Payments are processed through Stripe and Square. We retain payment records needed for the Centre's accounts. PayPal is dormant, but older transaction records may still be held.
Volunteers
The Centre holds a record of regular volunteers including name, date of birth, address, next of kin, medical conditions and medication. The provision of this information is given on a voluntary basis and is to be used only if there is an accident and such information is required by emergency services or to alert next of kin. The information is held whilst the person is volunteering and is destroyed if the individual no longer participates in this manner.
Tenants
Tenants and prospective tenants complete an application form and this is held on our cloud service or email.
Digital images
Events run by Jangchub Ling Centre such as book talks, public talks, classes, courses and fundraisers are often photographed for use in marketing and social media. Please advise if you do not wish for your photograph to be taken.
Recordings
Foundation Programme sessions are recorded for all programme members, who receive the listening link. Members are informed of the recording. Recordings are kept for one week and then deleted. Full access to the Centre's Dropbox recordings is limited to the Resident Teacher and Admin Director.
A full copy of the policy can be obtained by contacting our Administration Director, Mandy Nicol here