Privacy Policy

At Clophill Heritage Trust we are committed to protecting your privacy. This policy details the information we collect about you, and how we use it.

OUR DETAILS

This website is owned and operated by Clophill Heritage Trust under registration number 1138974. Our registered office is at Clophill Eco Lodges, Old Church Path, Clophill, Bedford, MK45 4BP.

You can contact us:

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

(b) using our website contact form;

(d) by email, using info@clophillecolodges.co.uk

POLICY LAST UPDATED: 18/03/24

WHAT IS COLLECTED

Personal information provided to Clophill via this website, booking forms, e-mails and telephone calls. Such as details relating to:

· General administration

· Bookings or services requested that require personal information to be given;

· Registration for an event or activity

· General enquiries / contact us forms for us to respond to

· Communications about our activities, events, fundraising or other activities

· To administer staff & volunteers

WHAT WE WILL DO WITH YOUR INFORMATION

We use the information which we receive from you to provide the goods and/or services that you request, to communicate with you, and to personalise our information sent to you. Whenever you provide such personal information we will treat that information in accordance with this policy.

Third parties may deliver some of our products to you or provide all or part of the service requested by you. In these instances, whilst the information you provide will be disclosed to them, it will be used only for the administration of the service provided. We would never sell or rent out any databases or personal information. Your details are stored for the purpose for which they are given and will not be stored for longer than is necessary, some information may be archived for either a fixed or indefinite period beyond that where required for auditing, legal or statistical purposes.

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.

In addition to the specific disclosures of personal data set out, 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.

We ask for your home, mobile telephone numbers and email address to enable us to contact you in relation to the enquiry you have made, to contact you about relevant products or services, to contact you if there is a problem with your booking, or there is another genuine reason for doing so. Your credit card details are deleted after your stay, activity or event.

Occasionally, we may also use the information we collect to contact you by email about new or existing events and special offers we think you may be interested in. On the Booking Form there is a check box which you can tick for agreeing to having information sent to you.

Generally, by providing the requested data you consent to Clophill Heritage Trust using that data for administrative purposes and for informing you of other products and services by email. We may also use the information we collect to occasionally notify you about important functionality changes to the website.

HOW WE WILL PROCCESS YOUR INFORMATION

We may process your personal data that are provided in the course of the use of our services (“service data“). The service data may include your name, address, telephone number, email address, vehicle registration, age if appropriate. The source of the service data is you. The service 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 consent OR our legitimate interests, namely the proper administration of our website and business OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

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.

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 OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

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.

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

PERSONAL DATA OF CHILDREN

Our website and services are targeted at persons over the age of 16.

If we have reason to believe that we hold personal data of a person under that age in our databases, we will delete that personal data.

UPDATING INFORMTION

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

SECURITY

In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

We are committed to ensuring that your information is secure, in accordance with the Data Protection Act 1998, and General Data Protection Regulation 2016 (GDPR).

DATA RETENTION

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.

Notwithstanding the other provisions, we may retain your personal data where such retention 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.

YOUR RIGHTS

Your principal rights under data protection law are:

(a) the right to access;

(b) the right to rectification;

(d) the right to restrict processing;

(e) the right to object to processing;

(f) the right to data portability;

(g) the right to complain to a supervisory authority; and

(h) the right to withdraw consent.

You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.

You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are certain general exclusions of the right to erasure. Those general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.

In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.

You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

To the extent that the legal basis for our processing of your personal data is consent, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

You may exercise any of your rights in relation to your personal data by written notice to us.

HOW WE PROTECT CUSTOMER INFORMATION

As required by the Data Protection Act 1998, we follow strict security procedures in the storage and disclosure of information you have given to us.

If we provide information to a third party (either a provider of a product or service) we will exercise the strictest control over the third party contractually, requiring it to:

· Maintain the security and confidentiality of the information and restrict access to those of its own employees.

· Use the data for the agreed purpose only and prevent it being used for any other purpose by any other party.

· Refrain from communicating with you other than concerning the product in question.

In addition, we will restrict the information disclosed to the absolute minimum necessary, for example, to provide the product or service.

COMPLAINTS

If you have a complaint about us, or the treatment of your data, you can contact the Charity Commission. The Charity Commission is the independent watchdog for charities. You can make a complaint about a charity on their website at www.charity-commission.gov.uk.

CHANGES TO OUR PRIVACY POLICY

If we decide to change our privacy policy, we will update all relevant documentation and post any changes on to our website so that you are always aware of what information we collect, how we use it and under what circumstances we disclose it.