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 67.5 hours a week, with four shifts on weekdays, two on Saturday mornings and one on Sunday mornings.

Radley Village Shop is the trading name of Radley Village Shop Association Limited, a Registered Society under the Co-operative and Community Benefit Societies Act 2014. It is authorised by the Financial Conduct Authority under 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 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 non-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.

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 shifts 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 NI 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 the Licensing Act 2003

It 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
  • date of birth for Duke of Edinburgh and work experience students under 18

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
  • produce and circulate the reserve list of volunteers willing to be contacted about working in place of another volunteer who is unable to work their agreed shift
  • fulfil our obligations under the food hygiene regulations (food safety management system)
  • fulfil our obligations under the Licensing Act 2003 (supervision of staff under 18)

A volunteer’s contact information and availability to work will be retained by us for the duration of their volunteering with Radley Village Shop. The weekly rota is retained for 4 weeks and volunteer training records for 6 years (in line with those of the shop manager).

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 BACS)

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 Radley Village Shop Association
Members are people who live, work or are active within the community served by Radley Village Shop and who have bought shares in 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 to be 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 annual statutory return to the Financial Conduct Authority

The information will be retained as long as Radley Village Shop Association 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.

The shop uses Dropbox to store and manage personal data. All files stored online by Dropbox are encrypted and kept in secure storage servers located in data centres across the USA. The Dropbox website states that Dropbox will meet the requirements of GDPR by 25 May 2018.

Access to your information and correction
You have the right to request a copy of the information we hold 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: Radley Village Shop, 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 updated on 13 May 2018.

How to contact us
The data protection lead for Radley Village Shop Association is the secretary of the management committee. 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: Committee Secretary, c/o Radley Village Shop, Catharine Court, Church Road, Radley, Abingdon, Oxfordshire OX14 3GN