Privacy Policy

We value all our customers and supporters, and endeavour to meet the highest standards in managing your personal information. This privacy policy explains how and why we collect and manage personal data, what your data protection rights are, and how you can exercise them. 

PERSONAL DATA WE COLLECT

We collect and process a range of personal data, that is, information that relates to an identified or identifiable individual. We only collect data that is necessary to provide you with services requested, to keep you informed and to carry out our business. 

Information we collect directly from you

We collect certain information directly from you. This may be via our website (for example, data that you provide by purchasing a membership or event ticket, or signing up to our newsletter), when you enter a competition, when you make a request or query, whether by email, via our websites or by telephone. 

Examples of the types of personal data we may collect from you are:

• Contact details (for example, name, telephone number, email)
• Demographic information (for example, postcode)
• Your preferences, interests and previous activities with Ushaw, such as events you have attended and donations you have made, tickets purchased for our events, as well as purchases from our cafe and shop. 
• Details of your declaration if Gift Aid is applicable to any donation that you make
• Your views, opinions, questions and comments
• Details of any current memberships, gift memberships you have purchased on behalf of someone, and previous memberships you may have or had with Ushaw
• Records of your correspondence with us

Information we collect from third parties about you

Some of the information we hold about you may be provided to us via third-party sources or publicly available sources. For example:

• We sometimes run events or competitions with other companies and organisations, and they may pass some personal information about participants or entrants to us.
• We may collect data from publicly available sources including data from, for example, reputable newspapers, Companies House, or social media platforms. 

We recommend that you check the privacy policy/notice and statements of any third parties that you provide information to, as we are not responsible for the way in which they use, share or make available your personal data.

Information collected by us automatically about you

As you interact with our websites, we may automatically collect analytics data about your equipment, browsing actions and patterns, to provide you with the best experience and help you to make use of certain functionality. We collect this data by using cookies, server logs and other similar technologies. We may also receive data about you if you visit other websites employing our cookies. 

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our websites may become inaccessible or not function properly.

Children’s personal data

We do not intentionally collect children’s personal data (anyone under 13 years old) without ensuring we have explicit consent from the parent or guardian. If you believe a person under 13 years old has provided us with their personal data, or have any concerns regarding this aspect of our notice, please contact meet@ushaw.org

Special category data

Special category personal data is that which is considered more sensitive. This type of information is sometimes necessary to ensure you can enjoy Ushaw’s offer. For example, we may need information regarding accessibility requirements or dietary requirements so that you are able to access and enjoy our facilities and events. It is part of Ushaw’s inclusive policy to provide as similar an experience as possible to all visitors and individuals.

HOW WE USE YOUR PERSONAL DATA

We use your personal data for:

• Providing and delivering our services, goods or information you have requested from us
• Managing activities related to any visit, event or exhibition
• Gathering feedback
• Communications with you including newsletters, marketing and promotional messages or surveys
• Running competitions and dealing with competition entries and results
• Keep a record of your relationship with us
• Process sales transactions, donations or other payments to us and verify financial transactions and bank card details
• Promoting our charitable aims, including fundraising activities
• Managing the security and safety of the facilities, community and collections
• For our internal operational and management purposes including record keeping, staff recruitment and management
• Ensuring content from our websites is presented to you in the most effective manner for you and for your computer

Marketing Communications

We will add your details to our marketing database if:

• You opt-in or otherwise consent to receiving marketing communications from us either on our website, in person, in email or postal communications with you.
• You buy our goods or services
• You have told one of the third parties with whom we work that you would like them to pass us your contact details so that we can send you information about our goods and services.

We may send you marketing communications by email. You can contact us to ask us to only send you marketing communications from us about specific subjects e.g. music events or children’s activities or you may ask us not to send you any marketing communications at all.

You can ask us to stop sending you newsletters and marketing messages at any time by:

• following the opt out (unsubscribe) link on any marketing message sent to you
• contacting us at any time at meet@ushaw.org

Legal Basis of Holding Personal Data

We respect your right to Privacy and are committed to ensuring that our holding of all personal data has a lawful basis. We will hold your personal data only on one of the following legal bases:

• You have given us your consent to do so (and by visiting our websites you are giving us consent to use your personal data for the purposes set out above and in accordance with the terms of this Privacy Policy)
• The data is for the performance of a contract with you
• To meet our legal compliance obligations
• To protect your vital interests (for example in taking emergency contact details during a trip or as an employee or volunteer working on site)
• To pursue our legitimate interests for purposes of running Ushaw Historic House, Chapels & Gardens and where these interests are not overridden because processing your personal data prejudices your interests or fundamental rights and freedoms under data protection law

DATA SHARING

Where appropriate, your personal data may be accessed by and shared with all parts of Ushaw Historic House, Chapels & Gardens. We will never sell your data.

A number of third-party service providers are engaged by us to assist in the provision of our services, our operations and the running and maintenance of our systems. For example, when you make a payment to us this is likely to be processed via secure third-party payment process providers, and many of our systems are maintained and supported by external specialist providers.

When we use third-party service providers, we disclose only the personal data that is necessary to deliver the service. We aim to ensure that we have contracts and agreements in place that require them to keep your data secure and not to use it for their own direct marketing purposes. If you would like more information on the relevant service providers that we use, please contact us at meet@ushaw.org

DATA SECURITY AND RETENTION

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third-parties who have a business need to know. They will only process your personal data on our instructions (which, in the case of our employees and contractors, are set out in our policies) and they are subject to a duty of confidentiality.

We regularly review and update our procedures to deal with any suspected personal data breaches. In the event of any suspected personal data breach we will notify the individuals affected and the applicable data protection regulators, where legally required to do so.

Data retention

We aim to keep personal data only for as long as is necessary to fulfil the purposes for which the data was collected. By law we have to keep certain basic information about our customers and supporters and their transactions with us for specified periods of time. If you would like further information on this please email meet@ushaw.org

YOUR DATA PROTECTION RIGHTS

You have a number of legal rights in relation to your personal data. You have the right to:

Request access to your personal data (commonly known as a ‘data subject access request’). This enables you to receive a copy of the personal data we hold about you and to check that we are processing it lawfully.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which, if applicable, will be shared with you at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party), and there is something about your situation that makes you want to object to processing on this ground, as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information that override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information that you initially provided consent for us to use, or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time of your request.

These don’t apply in all circumstances, as there are also legal exemptions which may apply, depending on why we have collected the data, and the legal basis on which we are holding the data. We will be happy to explain if you have questions about this

You can contact us at meet@ushaw.org if you wish to:

• make a formal request for information we hold about you
• make changes to the data we hold about you
• opt out of being contacted for marketing purposes (you can also opt out of our marketing messages by using the unsubscribe link that appears on each of them)
• request us to erase the data we hold about you
• ask questions or raise concerns about this privacy notice.

CONTACT

Data Protection requests and enquiries

Please email meet@ushaw.org or call 0191 373 8500 with any data protection requests or enquiries, including requests to exercise your data protection rights (such as access, erasure or objection to processing).

Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK Data Protection Authority (www.ico.org.uk). We would appreciate the chance to deal with your concerns before you approach the ICO so please email meet@ushaw.org or call 0191 373 8500 first.

CHANGES TO THIS PRIVACY POLICY

This privacy notice was last updated in March 2023. We may change or update this notice from time to time so please check this page occasionally to ensure that you’re happy with any changes.