Greater Manchester Community Lettings Privacy Policy

Who we are

Greater Manchester Community Lettings Limited (“GMCL”, “we”, “us”) runs community lettings for schools and other venues across Greater Manchester. We open up sports halls, pitches, studios, classrooms and other spaces to local clubs, groups and individuals outside normal hours. We look after the bookings, payments, staffing and opening and closing of each site.

This policy explains what personal information we collect, how we get it, why we need it, who we share it with, how we keep it safe and what your rights are.

When this policy says “you”, it means anyone who uses our website at www.gmcommunitylettings.co.uk enquires about or books one of our venues, or works at a school or venue we partner with.

Our website may link to other websites, such as booking platforms or our partner schools. This policy does not cover those sites, so please read their own privacy policies.

GMCL is the data controller for the information described here. That means we decide how it is used and are responsible for looking after it under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

• Registered office: 7 Bradford Road, Eccles, Manchester, M30 9FB
• Company number: 13025198
• ICO registration number: ZB443315
• Email: info@gmcommunitylettings.co.uk
• Phone: 07774 022 112

We are not required to appoint a Data Protection Officer. Questions about this policy go Tom Marsden, using the details above.

What information we collect

We only collect what we need to run bookings safely and get paid. Depending on how you deal with us, this may include:

If you work at one of our partner schools or venues, we hold your name, job title, work contact details and records of our arrangement, including the bank details we pay lettings income into.

How we get your information

From you, when you:

• call, email or message us
• fill in an enquiry or contact form
• make a booking or send us documents for one
• sign up for updates
• update your account

From other people, including:

• a school or venue that hands its existing lettings over to us. They pass us current hirers’ details so we can contact you and keep your bookings running
• booking platforms such as Playfinder, when you book one of our spaces through them
• Stripe, which tells us when you have paid
• analytics tools, if you accept analytics cookies on our website

How we use your information

We only use your information for the reason we collected it, or for something closely linked to it.

The law says we need a lawful basis for each use. Here is what we use it for and the basis we rely on.

When we rely on legitimate interests, we first weigh up whether we genuinely need to use the information, how much of it is involved, whether you would reasonably expect us to use it that way, any risk to you, and what we do to reduce that risk. We only go ahead if your rights are not overridden. You can ask us for more detail.

We do not use your information to make automated decisions about you, and we never sell it.

If you don’t give us the information we need

Some information is needed by law or to make a booking work, such as your contact details, payment, insurance, and safeguarding arrangements for sessions involving children. If you don’t provide it, we may not be able to take or keep your booking. We will tell you at the time if this applies.

Who we share it with

We only share your information where we need to, and only as much as is needed.

The school or venue you are hiring. They need to know who will be on site and when. Where a safeguarding concern or incident involves their premises or pupils, we share the relevant details with them.

Companies that help us run the business. These suppliers only use your information on our instructions, under contracts that require them to keep it secure and confidential:

Booking platforms. If you book through a third-party platform such as Playfinder, that platform collects your details under its own privacy policy and passes us what we need to deliver the booking.

Our professional advisers and insurers, such as our accountants, lawyers, bank and insurance company, where needed.

Public bodies, when we have to. We may share information with the police, local authority safeguarding teams, HMRC or other regulators where the law requires it, or where someone is at risk of harm.

Cookies and tracking

Cookies are small files saved on your device when you visit a website. We use:

• Essential cookies to keep the site working, for example remembering your cookie choices or keeping a form running. These do not need your consent.
• Optional cookies and tracking tools, which only run if you accept them through our cookie banner. You can change your mind at any time using the cookie settings link at the bottom of every page, or by clearing cookies in your browser.

The optional tools we use are:

Our booking system and payment pages may set their own cookies when you use them. Those are covered by Bookteq’s and Stripe’s own policies.

How long we keep it

We keep information only as long as we need it for the reason we collected it, to meet legal, tax or reporting rules, or to deal with any dispute. When deciding how long, we consider how sensitive it is, the risk if it were misused, and the time limits for legal claims under the Limitation Act 1980.

We may keep information for longer if we need it for a complaint, legal claim or safeguarding matter. We may also anonymise information so it can no longer identify you, for example to report total bookings to a school. Once anonymised, we may keep it indefinitely.

How we keep it safe

Our website and booking pages use encrypted (HTTPS) connections. Our systems are password- protected with two-factor sign-in, and only people who need the information for their job can see it.

Anyone who handles it for us, including our staff, contractors and suppliers, must keep it confidential.

We have a process for dealing with suspected data breaches. If a breach is likely to put you at risk, we will report it to the Information Commissioner’s Office within 72 hours and let you know without delay.

Storage outside the UK. Some of our suppliers, such as Stripe and Microsoft, may store or access data outside the UK. Where they do, we make sure the transfer is protected, for example by a UK adequacy decision or the UK International Data Transfer Agreement.

Your rights

You have the right to:

• Be informed. Get clear information about how we use your data. This policy is how we do that.
• See your information. Ask for a copy of what we hold about you.
• Correct it. Ask us to fix anything wrong or incomplete.
• Have it deleted. Ask us to erase it if we no longer need it, if you withdraw consent we relied on, or if we used it unlawfully.
• Limit how we use it. Ask us to pause using it while we check whether it is accurate, if you would rather we limit it than delete it, or if you need us to keep it for a legal claim. While it is paused we will store it but not use it.
• Object. Tell us to stop using it where we rely on legitimate interests, unless we have a strong reason that overrides yours. You can stop marketing at any time.
• Take it with you. Receive information you gave us in a common digital format, or have it sent to another organisation.
• Withdraw consent. Where we rely on your consent, you can change your mind at any time. This does not affect anything we did before you withdrew it.

To use any of these rights, email info@gmcommunitylettings.co.uk It is free. We normally reply within one month, but may take up to two months more if a request is complex or you have made several. If so, we will tell you why. We may need to check your identity first. Some rights have limits, for example we cannot delete invoices we are legally required to keep, and we will explain if that applies.

Complaints. If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

Children

Our bookings are made by adults and organisations, and we do not knowingly collect information directly from children. Where children attend a hired session, the hirer is responsible for their own participants’ information. We only record details about a child if there is an accident, incident or safeguarding concern on site.

Changes to this policy

We review this policy at least once a year and whenever the way we use information changes. The latest version will always be on this page. If we make a significant change, we will email current customers.

Last updated: 14/10/2026

Contact us

If you have a question about this policy, want to use any of your rights, or want to complain about how we have handled your information, contact:

Greater Manchester Community Lettings Limited Email : info@gmcommunitylettings.co.uk · Phone: 07774 022112 To update your details, email us info@gmcommunitylettings.co.uk