At Kirton in Lindsey Diamond Jubilee Town Hall, we’re committed to protecting and respecting your privacy. This Policy explains when and why we collect personal information about people who interact with us, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website or giving us personal information, you’re agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent by email to: firstname.lastname@example.org or by writing to The Diamond Jubilee Town Hall, High Street, Kirton in Lindsey DN21 4LZ.
Who are we?
The Kirton in Lindsey Diamond Jubilee Town Hall is a community building in North Lincolnshire, UK. Registered charity no. 1160832
How do we collect information from you?
We obtain information about you:
- When you use our website, for example, when you complete the contact form, when you complete the site registration form, purchase tickets for an event or engage with other forms within our site.
- When you volunteer with us
- When you are employed by us
- When you request information at an activity or event and leave your personal details
- When you sign up to a fundraising activity or campaign
Where the law requires us to, we need to collect and process your data. For example, as an employer we have a legal obligation to disclose employee salary details to HMRC.
In certain situations, we need your data to deliver our services in a way which might reasonably be expected and which takes into consideration your rights and interests.
On this basis, we need to tell you about the purposes that are part of our ‘legitimate interests’. These purposes include:
- Providing high quality information, advice, guidance about our activities
- Ensuring our services and support are tailored to your needs
- Involving volunteers in our work
- Being accountable to third parties such as our funders, donors, supporters and regulatory bodies
- Fulfilling our charitable purposes and benefiting wider society
- Monitoring and evaluating the impact of what we do
- Marketing and public relations
- Managing risks and protecting the wellbeing and safety of everyone who comes into contact with us
- Ensuring the efficient administration and operation of our activities, including keeping information accurate and up to date
What type of information is collected from you?
The personal information we collect might include your name, address, email address, IP address, and, when you visit our website, information regarding what pages are accessed and when. If you make a donation online or purchase a product from us, your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.
Use of ‘cookies’
It is possible to switch off cookies by setting your browser preferences. Turning cookies off may result in a loss of functionality when using our website.
Main Cookies used on our site
- _ga – 2 years expiration
- _gid – session cookie
These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site.
The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited
These are Google Maps third party cookies, which are unique identifiers to allow traffic analysis to Google Maps.
- c_user – session cookie
- datr – 2 years expiration
- fr – session cookie
- sb – 2 years expiration
- wd – session cookie
- xs – session cookie
The purpose of these cookies is to show visitors of our website interest-based advertisements
- moove_gdpr_popup – 1 years expiration
This cookie enables us to remember your cookie preferences and prevent repeated requests for confirmation.
- Viewed_cookie_policy – 1 years expiration
This cookie is intended to remember the user’s preference regarding the information provided on the acceptance of cookies policy.
How is your information used?
We may use your information to:
- Contact you regarding queries raised in the contact form;
- Progress an order you have submitted and send you information directly related to this;
- Process a donation that you have made;
- Seek your views or comments on the services we provide;
- Notify you of changes to our services;
- Send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, and other fundraising activities.
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
Who has access to your information?
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
Third Party Service Providers working on our behalf: We may pass your information to our third party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example, to process sales and send you mailings).
However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond the organisation for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
When you buy tickets, or make any other transaction, through our website, your payments are processed by a third party payment processor, who specialises in the secure online capture and processing of credit/debit card transactions. If you have any questions regarding secure transactions, please contact us.
You have a choice about whether or not you wish to receive information from us. If you do not want to receive communications from us about our activities and publications, then you can unsubscribe at any time.
We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences by contacting us by email at: email@example.com
How you can access and update your information?
The accuracy of your information is important to us. You have the right to request a copy of any information we hold about you so that you can ensure its accuracy. You can do this by the following methods:
- Email us at: firstname.lastname@example.org
- Write to us at: The Diamond Jubilee Town Hall, High Street, Kirton in Lindsey DN21 4LZ.
Right to erasure
As a visitor/user of the website you have the right to have all records of personal data held by us erased where there is no legitimate reason for us to maintain them.
How long will we keep your personal data?
We will only keep your personal data for as long as necessary – the length of time will vary depending on the reason you gave us your data in the first place. Some examples are given in the table below.
We have archiving systems appropriate to each activity to ensure any data kept is the minimum required to fulfil contractual, legal or safeguarding obligations. We have regular systems in place for deletion of electronic data and shredding of paper records.
|Purpose||Length of time kept|
|Registered Volunteer||Personal data is kept for no more than 2 years after the last contact we had with you.|
|Newsletters/mailing lists||For as long as you want to receive the information.
You can unsubscribe or change your details at any time by clicking on the link in each newsletter.
|Staff personnel records||We keep a list of names and dates of service as part of our organisational archive. All other data as part of personnel records will be deleted/shredded within 5 years of your leaving date, except:
· Financial records are kept for 7 years
· References we provide for you are kept for 10 years from your leaving date.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information via the website (such as credit or debit card details) is encrypted and protected with the following software 128 Bit encryption on SSL. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and reduce fraud and credit risk.
Links to other websites
In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
16 or Under
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.
Transferring your information outside of Europe
As part of the services offered to you through our website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.
If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.
Review of this Policy
We keep this Policy under regular review. This Policy was last updated in June 2018.