What information do we hold?

We hold information in line with our Data Protection Policy. We only hold information that you provide us with e.g. when you book a show around with our team or sign up for our marketing emails. We generally keep information as long as required for administration purposes, or until you tell us that you no longer wish to receive marketing communications.

How will we use the information about you?

Sending any information/updates about our events.

Notifying your of any similar events in the future.

We may also contact you by email, phone or post from time to time, for example to check your information is still up to date.

Access to your information

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email info@minsteadtrust.org.uk or write to Information Office, Minstead Trust, Minstead Lodge, Minstead, Hampshire, SO43 7FT. We may make a small charge for this service. We want to make sure that your personal information is as accurate and up to date as possible. You may ask us to correct or remove this information if you think it is inaccurate.

 Changes to our Privacy Policy

We keep our privacy policy under regular review and we will place any updates on our website. You can read our privacy policy here below.

How to contact us

Please contact us if you have any questions about our privacy policy: email info@minsteadtrust.org.uk or write to Information Office, Minstead Trust, Minstead Lodge, Minstead, Hampshire, SO43 7FT.

 

1. Introduction

1.1    We are committed to safeguarding the privacy of our website visitors, our members and supporters; in this policy we explain how we will handle your personal data.

1.2    We will ask you to consent to our use of cookies in accordance with the terms of this policy when you first visit our website

1.3    This privacy policy was last updated on 09 04 2018

2. Credit

2.1    This document was created using a template from SEQ Legal (http://www.seqlegal.com).

3. How we use your personal data

3.1    In this Section 3 we have set out:

(a)    the general categories of personal data that we may process;

(b)    the purposes for which we may process personal data; and

(c)    the legal bases of the processing.

3.2    We may process data about your use of our website and services (“usage data“). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.

3.3    We may process your account data (“account data“). The account data may include your name and email address. The source of the account data is you. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you.  The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business.

3.4    We may process your information included in your personal profile on our website (“profile data“).  The profile data may include your name, address, telephone number, email address, profile pictures, gender, date of birth, and social media ids. The profile data may be processed for the purposes of enabling and monitoring your use of our website and services. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business.

3.5    We may process information that you post for publication on our website or through our services (“publication data“). The publication data may be processed for the purposes of enabling such publication and administering our website and services. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business.

3.6    We may process information contained in any enquiry you submit to us regarding products and/or services (“enquiry data“). The enquiry data may be processed for the purposes of offering, marketing and selling relevant products and/or services to you. The legal basis for this processing is consent.

3.7    We may process information relating to transactions, including donations or purchases of goods and services, that you enter into with us and/or through our website (“transaction data“). The transaction data may include your contact details, your card details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely our interest in the proper administration of our website and business.

3.8    We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (“notification data“). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters]. The legal basis for this processing is consent.

3.9    We may process information contained in or relating to any communication that you send to us (“correspondence data“). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.

3.10  We may process any of your personal data identified in the other provisions of this policy] where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

3.11  In addition to the specific purposes for which we may process your personal data set out in this Section 3, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

3.14  Please do not supply any other person’s personal data to us, unless we prompt you to do so.

4. Providing your personal data to others

4.1    We may disclose your personal data to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes set out in this policy.

4.2    [We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes] or [to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling].

4.3    We may disclose your personal data to our suppliers or subcontractors insofar as reasonably necessary for our business purposes.

4.4    Financial transactions relating to our website and services are handled by our payment services providers, Stripe and GoCardless. 

We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers’ privacy policies and practices at https://stripe.com/gb/privacy; https://gocardless.com/legal/privacy

4.5    Your data may also be available to our website provider to enable us and them to deliver their service to us, carry out analysis and research on demographics, interests and behavior of our users and supporters to help us gain a better understanding of them to enable us to improve our services. This may include connecting data we receive from you on the website to data available from other sources. Your personally identifiable data will only be used where it is necessary for the analysis required, and where your interests for privacy are not deemed to outweigh their legitimate interests in developing new services for us. In the case of this activity the following will apply:

• Your data will be made available to our website provider
• The data that may be available to them include any of the data we collect as described in section 3 above.
• Our website provider will not transfer your data to any other third party, or transfer your data outside of the EEA.
• They will store your data for a maximum of 7 years.
• This processing does not affect your rights under sections 10 or 16 of this privacy policy

4.6    In addition to the specific disclosures of personal data set out in this Section 4, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

5. International transfers of your personal data

5.1    In this Section 5, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).

5.2    The hosting facility for our website is located in the UK.

5.3    Minstead Trust does not transfer data outside of the EEA.

5.4    You acknowledge that [personal data that you submit for publication through our website or services] may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.

6. Retaining and deleting personal data

6.1    This Section 6 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

6.2    Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

6.3    We will retain and delete your personal data as follows:

  Personal data relating to your wedding booked at Minstead Lodge will be retained for 7 years following your booking, at the end of which period it will be deleted from our systems.

7. Amendments

7.1    We may update this policy from time to time by publishing a new version on our website.

7.2    You should check this page occasionally to ensure you are happy with any changes to this policy.

7.3    We may notify you of changes to this policy by notification on our website.

8. Your rights

8.1    You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:

(a)    the payment of a fee (currently fixed at GBP 10); and

(b)    the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).

8.2    We may withhold personal information that you request to the extent permitted by law.

8.3    You may instruct us at any time not to process your personal information for marketing purposes.

8.4    In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.

9. Third party websites

9.1     Our website includes hyperlinks to, and details of, third party websites.

9.2        This privacy policy only governs our websites and we are not responsible for the privacy     policies that govern third party websites even where we have provided links to them.  If you use any link on our website we recommend you read the privacy policy of that website before sharing any personal or financial data

9.3     We operate a number of social media pages ([including Facebook, Twitter, You Tube and Instagram]).  Although this policy covers how we will use any data collected from those pages it does not cover how the providers of social media websites will use your information.  Please ensure you read the privacy policy of the social media website before sharing data and make use of the privacy settings and reporting mechanisms to control how your data is used.

10. Updating information

11.1     Please let us know if the personal information that we hold about you needs to be corrected or updated.

11. Our details

11.1     This website is owned and operated by Minstead Trust.

11.2     We are registered in [England and Wales] under registration number 03149116 and our registered office is at Minstead Lodge, Seamans lane, Minstead, Hampshire, SO43 7FT.

17.3     Our principal place of business is at Minstead Lodge, Seamans lane, Minstead, Hampshire, SO43 7FT.

17.4     You can contact us:

(a)    by post, using the postal address given above;

(b)    using our website contact form;

(c)    by telephone, on the contact number published on our website from time to time; or

(d)    by email, using the email address published on our website from time to time.