Petersfield Men’s Shed CIO
Last Updated: 5 December 2025
This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- How to complain
Contact details
Email: [email protected]
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery and third party referrals:
- Names and contact details
- Addresses
- Date of birth
- Emergency contact details
- Next of kin details
- Records of meetings and decisions
- Information relating to compliments or complaints
We collect or use the following information to receive donations or funding and organise fundraising activities:
- Names and contact details
- Addresses
- Tax payer information (for Gift Aid purposes)
We collect or use the following personal information for service updates or marketing purposes:
- Names and contact details
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Correspondence
We also collect or use the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Our Legitimate Interest and Necessity the Petersfield Men’s Shed processes personal data to facilitate the effective administration of our association. It is necessary for us to collect member information (such as names and contact details) to maintain an accurate register of members, manage subscription payments, and ensure the safe operation of our facilities. Without this information, we would be unable to verify membership status or operate the Shed safely and effectively. The Benefits of Processing Collecting this information provides significant benefits to both the organisation and the individual members: Community and Inclusion: It allows us to keep members informed about upcoming social events, workshops, and shed activities, fostering the sense of community and combating isolation that is central to the Men’s Shed mission. Operational Continuity: It ensures members receive vital updates regarding the Shed’s opening times, safety protocols, and governance (e.g., AGM notices). Safety: It allows us to manage who is utilising the facilities. Balancing Benefits against Risks We have conducted a balancing test and determined that these interests do not override the fundamental rights and freedoms of our members. The data collected is limited to what is strictly necessary for membership (data minimisation). Members reasonably expect that a membership organisation will hold their details to contact them about organisational business. The risk of harm is minimal, as the data is not sensitive in nature and is not sold to third parties. We believe the benefit of staying connected to the Shed community far outweighs the limited impact of processing this contact data.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Our Legitimate Interest and Necessity the Petersfield Men’s Shed relies on donations, grants, and fundraising activities to remain financially viable. Processing personal data is necessary to administer these funds, keep accurate financial records as required by UK law, and organise fundraising events. For example, we cannot process a donation, claim Gift Aid, or sell a ticket to a fundraising social without processing the personal details of the donor or attendee. The Benefits of Processing Operational Survival: The primary benefit is the continued operation of the Shed, allowing us to purchase tools, pay rent, and provide a safe space for our members. Donor Engagement: It allows us to thank donors, acknowledge their support, and keep them informed about how their money is aiding the community. Legal Compliance: It ensures we meet financial auditing standards and HMRC requirements for Gift Aid. Balancing Benefits against Risks We have balanced our need for funding against the privacy rights of our supporters. The impact on individuals is limited and reasonable. Donors and event attendees reasonably expect that we will process their data to complete a transaction or organise an event. We do not use aggressive fundraising tactics, nor do we sell donor data to third parties. We prioritise the individual’s right to privacy; if a supporter asks us to stop contacting them about fundraising, we will respect that request immediately, retaining only the data legally required for financial auditing.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Our Legitimate Interest and Necessity the Petersfield Men’s Shed processes personal data to communicate service updates (e.g., changes to opening hours, workshop availability) and to promote our activities (marketing). It is necessary to process this information to ensure our facilities are utilised effectively and to fulfil our mission of reducing isolation. Without this communication, members and interested parties would be unaware of the opportunities available to them, rendering the Shed’s purpose ineffective. The Benefits of Processing Member Well-being: Regular updates ensure members remain connected to the community, aware of social opportunities, and engaged in Shed life, which is vital for mental well-being. Operational Efficiency: Service updates prevent wasted journeys (e.g., informing members if the Shed is closed for maintenance) and ensure workshops are fully attended. Growth: Promoting our activities helps the Shed maintain a healthy membership level, ensuring long-term sustainability. Balancing Benefits against Risks We have balanced our desire to promote the Shed against the privacy rights of individuals. The impact on privacy is minimal and non-intrusive. We limit communications to relevant Shed news and do not bombard recipients with excessive emails. Existing Members: We rely on “Soft Opt-in” (Legitimate Interest) for existing members, as they reasonably expect to receive updates about the club they have joined. Opt-Out: We do not place our needs above the individual’s; every marketing communication includes a clear and simple way to unsubscribe. If a person objects to this processing, we stop immediately.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Our Legitimate Interest and Necessity the Petersfield Men’s Shed processes personal data to respond to inquiries, investigate complaints, and manage legal claims. It is strictly necessary to process this information to resolve issues raised by members or the public. For example, we cannot answer a query without using contact details, nor can we investigate a complaint or defend an insurance claim without processing the details of the incident and the individuals involved. The Benefits of Processing Resolution and Satisfaction: The primary benefit is for the individual; processing this data allows us to answer their questions, resolve their grievances, and ensure they feel heard. Safety and Governance: Recording complaints and claims allows us to identify health and safety risks in the Shed or behavioural issues, enabling us to improve our operations and maintain a safe environment for all members. Legal Protection: It enables the Shed to establish, exercise, or defend against legal claims, protecting the organisation’s assets and reputation. Balancing Benefits against Risks We have balanced our administrative needs against the rights of the individual. In the case of queries and complaints, the individual usually initiates the contact, meaning they reasonably expect us to process their data to provide a response. Confidentiality: We recognise that complaints can be sensitive. We prioritise the individual’s privacy by restricting access to this data to only those Trustees or managers necessary to resolve the issue. ** Fairness:** We do not put our needs above the individual’s; we process this data solely to resolve the specific issue at hand and do not use it for unrelated purposes (such as marketing).
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
- Directly from you
- CCTV footage or other recordings
How long we keep information
We only retain personal data for as long as is necessary to fulfill the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.
Financial & Statutory Records
| Type of Record | Retention Period | Reason / Legal Basis |
| Accounting Records | 6 years from the end of the financial year they relate to. | Charities Act 2011 / HMRC Guidelines |
| Gift Aid Declarations | 6 years after the end of the accounting period, or 12 months after the last claim (whichever is later). | HMRC Requirement for Tax Relief |
| Meeting Minutes (Trustee & AGM Minutes) | Minimum of 10 years. | Charities Act 2011 / Governance Best Practice |
Operational Data
| Type of Record | Retention Period | Reason / Legal Basis |
| Membership Details (Name, Contact Info & joining date) | Duration of membership + 1 year grace period. | Legitimate Interest (To allow for late renewals or re-joining) |
| Unsuccessful Membership Applications | 6 months after decision. | Time to respond to queries regarding the decision |
| Accident / Incident Reports | 3 years from the date of the incident. | Limitation Act 1980 (Personal Injury claims limit) |
| Marketing / Email Lists | Until the individual opts out or unsubscribes. | Consent / Soft Opt-in rules |
| General Correspondence / Queries | 2 years from the date of resolution. | To maintain a record of past queries for consistency |
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113