Respecting your privacy and safeguarding your data
This policy was last updated on 9 May 2018.
The Worshipful Company of Armourers & Brasiers (encompassing The Armourers’ Hall Company and The Gauntlet Trust) (we) are committed to upholding your privacy and taking care with the personal information that you may volunteer as part of Hall hire bookings, membership or donation forms, grant application forms, e-newsletter or event sign-ups and visitor surveys.
Changes to Data Protection Legislation. Data Protection legislation and the Act is currently going through a period of change. The introduction of the European Union’s General Data Protection Regulation (GDPR) and the new British Data Protection Bill, that will replace the Act and is currently passing through Parliament is the basis of this change. This Privacy Notice is therefore intended to comply with the Act and GDPR but may change over time.
What personal information do we collect and process?
You will be asked for personal information when you register, join as a member, make an enquiry, make a donation, apply for a grant, sign up for a newsletter, or order products and services from us.
When you hire Armourers Hall
We will retain your name, contact details and contact preferences when you hire Armourers’ Hall or arrange a tour of the Hall.
When you make a donation, join as a member, apply for a grant or otherwise provide us with your information
We will record details when you sign up to our mailing list, become a member, make a donation or apply for a grant. Where you make a donation, we will keep a record of the details of the gift (amount, date, purpose) and your Gift Aid status. We may also ask you to provide details about your current interests and activities, and the details of your family and spouse/partner details where appropriate.
When you provide us information in relation to an event that you are attending with us, we may ask you about your access requirements and dietary preferences
When you use our website
Whenever we ask you to provide your personal information we will let you know why we are asking, and how we will use your information, by directing you towards this notice.
What information we collect about you.
The personal information we collect from you may (depending on the purpose for which you initially provide us with your information) include:
- attendance at events.
- details of correspondence we send to you, or we receive from you.
- education, employment and professional information and activities.
- information relating to charitable interests and activities, as well as inclination and capacity to support the Gauntlet Trust a registered charity.
- information to enable us to make a decision regarding a grant application and payment details for making such a grant.
- where not otherwise available, the information listed in the 'personal information we collect and process' section above.
Some of the information which we collect from you may constitute sensitive personal data. We will only ever use this in accordance with this policy and shall maintain necessary measures to protect this information and its confidentiality.
What we use your information for
Depending on the preferences you have indicated and your relationship with us, we will use the personal information you have provided to:
- provide goods and services or grants to you or your organisation or process donations that you make to us
- send you communications by post, telephone or electronic means in order to inform you of other products, services or events related to us.
- ask you to participate in surveys and market research
- conduct fundraising activities and ensure our fundraising resources are used in the most effective and efficient manner and that any communications we may send are appropriate and of interest to you
- improve our understanding of our audience through basic profiling, tracking of your activity on our site and your response to emails (or other communications) that we send you
You can opt out of any or all of the above communications at any time simply by contacting firstname.lastname@example.org.
With your consent, we will contact you to let you know about upcoming events, updates on our plans and progress we are making, and to ask you to make a donation or give other types of support.
We make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing preference questions and we include information on how to opt out when we send you marketing. If you don’t want to hear from us, that’s fine. Just let us know when you provide us with your information, change your preferences at any time by contacting email@example.com
Who we might share your personal information with
Your personal information might be passed to a third party if they need it to fulfil your order(s) for our goods and services, to execute the communications we send to you or to process a donation or grant. We do comprehensive checks on these companies before we work with them, especially regarding how they manage the personal information they have collected or have access to.
Examples of these third parties include our bank (in order to process Direct Debit and other payments), our bulk email distribution service provider (mailchimp), our grant application forms provider (Zoho) and our accounting software company(Xero).
Except as set out in this policy, we shall not disclose your personal information unless obliged to, or allowed to do so by law, or where we need to in order to run our business (e.g. where other people process information for us). In such circumstances, we ask those people to give us confidentiality or non-disclosure undertakings.
We will not share your information other than as described above without your express consent.
How do we keep your personal information safe?
We ensure that there are appropriate technical controls in place to protect your personal details. The personal information that you provide will be held securely and will not be used for any other purpose than as provided for in this policy. We ensure that there are appropriate technical controls in place to protect your personal information; for example, any information which we transfer is encrypted and password protected, and all of our staff receive data protection and security training.
Some of our suppliers run their operations outside the European Economic Area (EEA). Although they may not be subject to same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA (including in the United States).
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
How do we keep your information up to date?
We endeavour to keep your personal information accurate and up to date. If you become aware of errors or inaccuracies, please email firstname.lastname@example.org.
We would really appreciate it if you could let us know if your contact details change.
How can you access the information we hold about you?
You have the right to know what personal information we hold about you, and request to receive a copy of that information. You also have the right to be forgotten. Please email email@example.com if you wish all of your records to be deleted.
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If you have any questions at all about the ways in which we collect and use your personal information please contact us at firstname.lastname@example.org at any time.