Privacy Policy
The West Horsley Place Trust (“The Charity”) is committed to protecting your personal data. Personal data is defined as any information about a living person. We will ensure your personal data is only used for the purposes it has been provided.
The Director of the Charity is the person responsible for ensuring personal data processed for all the activities of The Charity is carried out in accordance with current legislation. The registered address of the Charity is West Horsley Place, Epsom Road, West Horsley, Leatherhead, Surrey KT24 6AN (Registered Charity Number 1164840). If you have any questions about this privacy policy please contact us at info@westhorsleyplace.org or by post at the address in the footer below.
This privacy policy covers the Charity and its trading company, West Horsley Place Ltd (Company Number 10315041), with the address and contact details the same as above for both. A separate privacy notice applies to employees, volunteers and job applicants and is available by contacting info@westhorsleyplace.org. This policy is kept under continuous review.
Processing of personal data refers to collection, retention, use, access and disclosure as required, up to and including the destruction of data. In all cases, we collect only what we need. For all data processing we use the appropriate lawful basis and, additionally for special categories of data, we use the appropriate Article 9 condition. The Charity will process data in accordance with the General Data Protection Regulations and the Data Protection Act (2018) and will refer regularly to updated guidance from the Information Commissioners Office.
What types of personal information do we collect from you and about you?
We gather personal information so your interactions and relationship with the Charity are well-managed, productive and enjoyable. We collect information from about you whenever you have direct contact with us or have any involvement with us. In particular, we gather your personal information to:
Provide you with the services or information you have requested;
Provide further information about our work, services and activities;
Process payments, donations and Gift Aid declarations from supporters;
Find out more about your preferences and interests so we may better serve you;
Fulfil sales made online;
Invite voluntary participation in research or surveys to improve our work;
Register and administer your participation in events and activities;
analyse and improve our work, services, activities or information (including analysing visitor behaviour on our website) to personalise the way information is presented to you;
carry out any contractual obligations with you;
maintain organisational records to ensure how and if you wish to be contacted;
prevent fraud and credit risk;
ensure your safety and wellbeing when on our premises;
report any accident or incident on our premises which may involve you.
We gather your personal data over the telephone, via our website, face-to-face and through third parties where you have given your consent for your details to be shared, including social media platforms such as FaceBook, LinkedIn, Instagram or Twitter.
Contact tracing
From July 2020 we also collect your data for the purposes of contact tracing. The Trust processes your name, telephone number and date and time of arrival and departure for the purposes of contact tracing, and does so in our legitimate interests. This basis recognises that collecting the data is likely to be in the interests of the individual, the Trust, and the public health efforts to tackle COVID-19. We retain this data for a period of 21 days after which the data is securely deleted from our systems unless processed for a different purpose covered within this privacy policy.
Photographs and video
We take photographs and video at events with the express purpose of promoting the Charity and its aims. Photographs and images are considered sensitive personal data and therefore we only record and use images and video with your consent. Consent for children and vulnerable adults will be requested from parents or guardians.
Health and disability
We may also process sensitive data about your health if there is a need for us to consider making reasonable adjustments for you to access our site over and above what is already in place.
Cookies
In common with most websites, ours uses “cookies” to ensure a smoother user experience. Most cookies are session cookies, lasting only for the duration of your visit and are deleted when you close your browser. No personal data is collected during this process. Our website also uses Google Analytics to allow us to track visitor numbers, user behaviour and analyse the popularity of specific pages. Google Analytics uses a cookie to help track this information and in doing so uses your computer’s IP address to determine your location and to track your page visits within the site. You will be asked to provide your consent to use cookies when visiting our website by clicking ‘Accept’. You can modify your browser setting to decline or delete cookies if you prefer, although this may prevent you from taking full advantage of the website.
Anonymisation of data
Wherever possible we use anonymised data for our purposes such as analysing broader demographic data about groups of supporters and visitors.
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