Privacy policy

Radley Village Shop is a small convenience store in the village of Radley between Abingdon and Oxford. It is a community co-operative staffed by a paid professional manager and about 40 volunteers. The shop is open for 56 hours a week with four shifts on weekdays, two shifts on Saturday mornings, and two shifts on Sunday mornings.

Radley Village Shop is the trading name of The Radley Village Shop Association Limited, a Registered Society under the Co-operative and Community Benefit Societies Act 2014 (registration number 30172R).

This privacy policy explains how Radley Village Shop collects and uses personal data about:

  • its shop manager
  • its volunteers
  • its customers
  • its suppliers
  • the members (shareholders) of The Radley Village Shop Association Limited

We believe that the use of this personal data is justified on the basis of our legitimate interests in running a commercial not-for-profit business, the employment contract with our shop manager, our agreement with our volunteers, and our legal obligations.

We do not trade personal data for commercial purposes and will only disclose it if required by law, it is necessary to arrange external training, or with consent. No third parties are involved in, or benefit from, the processing of the data collected.

Shop manager
The following information is held on the professional shop manager:

  • name and contact information
  • details of retail experience and qualifications
  • details required for payroll
  • weekly hours worked
  • training record
  • details required to specify the manager as the designated premises supervisor for the shop’s alcohol licence

This information is used under our contract with the shop manager to:

  • fulfil our obligations under employment law
  • report PAYE and National Insurance information to HMRC
  • administer our obligation to comply with pension auto-enrolment rules
  • fulfil our obligations under the food hygiene regulations
  • fulfil our obligations under legislation governing the sale of age-restricted products

The information will be retained by us as part of the shop manager’s employee file for the duration of their employment at Radley Village Shop, plus 6 years following the end of this employment.

The shop uses Sage Business Cloud Payroll (Sage privacy policy) and the NEST workplace pension scheme set up by the government (NEST privacy policy).

Volunteers
The following information is held on all volunteers:

  • name and contact information

This information is used to contact volunteers about shop matters. This includes sending them the regular volunteers’ newsletter.

The following additional information is held on those volunteers who work in the shop:

  • times available to work
  • shifts worked
  • training record
  • person to contact in the event of becoming unwell or suffering an accident at the shop

This information is used to:

  • ensure the smooth and efficient running of the shop, including meeting our commitment to have two members of staff on duty at all times
  • draw up the weekly shift rota
  • circulate lists of unfilled shifts to those volunteers willing to be contacted about gaps in the rota
  • fulfil our obligations under the food hygiene regulations (food safety management system)

A volunteer’s completed application to become a volunteer and their training record will be retained for at least a year after they cease to be an active volunteer.

Members of the Management Committee are also required to provide details requested about them on the mandatory annual return to the Financial Conduct Authority. This information is retained for as long as they remain a member of the Management Committee.

Customers
The only personal data on its customers held by Radley Village Shop is the surnames of those who have asked for a newspaper or magazine to be reserved for them on a regular basis. Their name will remain on the newspaper reservations list for as long as the reservation is required.

Suppliers
The following information is held on suppliers:

  • name and contact details
  • account details
  • bank details (if paying by bank transfer)

The information is used to:

  • fulfil our contractual obligation to pay our suppliers
  • compile a list of suppliers for the shop’s food safety management system (legal obligation)

The information is retained as long as the supplier and the shop have a working business relationship, plus six years for financial records.

Members of The Radley Village Shop Association Limited
Members are people who live, work or are active within the community served by Radley Village Shop and who have bought shares in The Radley Village Shop Association Limited. The following information is held on members:

  • name and address
  • phone number and email address (if provided)
  • number and value of shares held
  • date shares bought and, if applicable, redeemed

This information is used to:

  • prepare and maintain a register of members held at our registered office (a legal obligation under the Co-operative and Community Benefit Societies Act 2014)
  • notify members of annual and extraordinary general meetings
  • produce information for the statutory Annual Return to the Financial Conduct Authority

The information will be retained as long as The Radley Village Shop Association Limited exists as a registered society, plus any required statutory period.

Data security
All reasonable physical and technical measures are in place to protect personal data.

Radley Village Shop uses the following platforms to store and manage personal data:

Access to your information and correction
You have the right to request a copy of the information held about you. If you would like a copy of some or all of your personal information, please email us or write to us at our registered address: The Radley Village Shop Association Limited, Catharine Court, Church Road, Radley, Abingdon, Oxfordshire OX14 3GN.

We want to make sure that your personal information is accurate and up-to-date. Please contact us to ask us to correct or remove information you think is inaccurate.

Changes to this privacy notice
We review this privacy notice regularly. It was last reviewed on 7 March 2025.

How to contact us
The data protection lead for The Radley Village Shop Association Limited is the Company Secretary. People can ask to see what information is held on them, ask for it to be deleted, or its use restricted by:

  • emailing secretary@radleyvillageshop.com
  • writing to: Company Secretary, c/o Radley Village Shop, Catharine Court, Church Road, Radley, Abingdon, Oxfordshire OX14 3GN