This page sets out the details of Kiplin Hall’s privacy notice in relation to information collected about you.
Who we are
Kiplin Hall & Gardens, Near Scorton, Richmond, North Yorkshire, DL10 6AT
We are registered as a Charitable Incorporated Organisation (CIO), and our registration number is: 1155907
We are registered as a data controller under the Data Protection Act 1998, and our Data Protection Register number is: ZA143081
Any electronic communications will be made in accordance with the Privacy and Electronic Communications Regulations (PECR)
What information do we collect about you?
We collect the personal data that you may choose to give us in one of the following ways: ticket bookings, donation forms, e-newsletter sign-ups and visitor surveys.
Personal information we collect may include:
your name, title, gender and age/date of birth;
postal address, email address and phone number;
Ethnicity, sexuality and whether your day to day activities are limited by disability
When we ask you to provide your personal information we will let you know why we are asking, and how we will use your data, by directing you towards this notice.
What we do with your information
How we use the information depends on the reason you gave us the information on the first place:
Mailing list – If you sign up to our mailing list, we will send you marketing information about upcoming events, activities, programmes and opportunities to support and engage with the work of the Charity.
Event or ticket purchases – We only use the data you provide to contact you about the event/ticket you purchased. This includes confirmation of booking/payment, updating you on any information that changes, letting you know if it is cancelled or sending additional promotional or factual information about the event/ticket.
Visitor surveys – If you agree to complete a survey for us, you will do this on the Third party Audience Finder survey system, a national survey run by the Audience Agency. This allows us to gather sample data about our audience. We use this aggregated set to monitor our audience and report to funders. Once an individual survey is entered it becomes part of the set and we destroy the original data (if in paper based form). We do not use data on individuals, only the aggregated results from all surveys.
Donation – For financial donations, this is exclusively the Gift Aid scheme. We use the data given to claim the donation from HMRC. This is the only purpose of gathering the data. Data is inputted onto our third party MERAC office system and submitted through this direct to HMRC.
Photography Permission Forms – If you allow us to take a photo of you at an event, we will ask you to fill in a permission form stating which channels we may use the photo for. We hold this information for the purpose of proving consent was given if there is an issue that arises and so we could find and remove those photos from our system if you change your mind and withdraw permission for them to be used.
Volunteers – We use your information to contact you about your volunteering with the charity. We will send you information which we feel is relevant, useful or contractually required about your engagement with the charity. This can include updates on our work including campaigns we are running, fundraising we are undertaking or new events we are conducting, though this is for information only and not as a request for support. We would also send changes to policies and procedures. We would not send you marketing information unless you specifically join the mailing list as detailed above.
Object Donor/Lender – we are required to keep track of who gives us objects we hold in our collection. These will be stored and used to contact you if we need to speak to you about your loan/donation in the future.
You can opt out of any / all of our communications at any point simply by contacting email@example.com
There are some volunteering communications that we are required to send regardless of your contact preferences. These are essential communications, deemed necessary to fulfil our contractual obligations to you. This would thank you letters and querying returned mail with you.
How long will we hold your information for
The length of time depends on the purpose we hold your information for:
You work or volunteer with the Charity – For the duration of your volunteering/employment plus 2 years after you stop – To enable us to answer any reference requests or to contact you if a critical issue arises (e.g. complaint or legal action) which we need your input for
You are on our mailing list – Indefinitely until you unsubscribe – Mailing list is opt in to commence and you can receive it for as long as you feel you would like to receive it
You filled in a survey – Until they survey data has been entered onto the Audience Finder System – Once entered, the data is added to the collected data and becomes anonymised
You gave us permission to use a photo – For a maximum of 5 years – We may use photos for up to 5 years, we will then withdraw them from use on our promotional channels.
You completed a gift aid form to give us a donation – For 7 years following the donation – This is the legally required amount of time we have to hold financial records for
You donated/loaned an item for our collection – Indefinitely until we deaccession the item – We are required to show evidence of ownership of all the items in our collection. Should we also choose to deaccession (remove) an item from our collection, we are required to make every attempt to return it to the donor as a first step.
You bought tickets to the hall or an event, or booked a group visit – Until after the event has occurred – Our need to be able to contact you about the event will cease after the event
You have corresponded with the Charity via email or letter
– if it is nor relating to a collection item donation – 2 years from the date of receipt – We may need to refer to your correspondence, especially if it about a long term project
– If it is regarding a collection item donation – Indefinitely until we deaccession the item – this is part of us proving provenance for our collection items
When the time limit for holding a piece of data expires, we will either delete it from our digital systems or shred it if it is in hard copy. All such actions will take place at the end of each quarter (March, June, September and December) so we may end up additionally holding your data for a maximum of 12 weeks until the regularly scheduled removal. This is to ensure all data is processed in an organised fashion by our small staff team and that time commitment is kept to a reasonable level.
Legal basis for processing your information
Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.
However, we will normally collect personal information from you only (i) where we have your consent to do so, (ii) where we need the personal information to perform a contract with you, or (iii) where we are obliged to process the information in order to comply with our legal and statutory requirements.
If we ask you to provide personal information to comply with a legal requirement or in order to meet our Gift Aid requirements, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not.
Who we might share your information with
We do not disclose personal data to any third parties or external organisations, other than data processors carrying out work on our behalf.
Any such companies are acting as approved data processors for Kiplin Hall and Gardens, and we retain full responsibility for your personal data. Data processors will act only on our instructions.
We may occasionally need to transfer your personal information overseas, for instance to our bulk email distributor, MailChimp. Where this is necessary, this may be to countries or territories around the world.
We are required to ensure any transfers of data will be done securely, in accordance with best practice, and in compliance with the Data Protection Act 1998.
Your data will never be sold or passed to any third party for any other purpose.
How we keep your information secure
Kiplin Hall and Gardens take every reasonable precaution to prevent loss, misuse or alteration of information you give us. However, whilst we endeavour to keep our systems and communications protected against viruses and other harmful effects, we cannot bear responsibility for all our communications being virus free.
We have implemented security procedures, rules and technical measures to protect the personal data that we have under our control from:
improper use or disclosure;
All our employees and data processors, who have access to, and are associated with the processing of personal data, are legally obliged to respect the confidentiality of our visitors’ and supporters’ personal data.
If a breach of security occurs then we will contact you as soon as possible. We will keep you update on what action we are taking in response.
What are cookies?
Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improve the user experience. They can also help to ensure that adverts you see online are more relevant to you and your interests
You can find more information about cookies and www.youronlinechoices.eu.
Google Analytics with Display Advertising and Google Double Click
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We use Google Analytics to give us insights into how you interact with our website and to support display advertising. The advertising includes the display, by third parties such as Google, of adverts across the internet. The adverts include adverts based on your past visits to our website.
We sometimes conduct advertising campaigns using DoubleClick, a Google service. To find out about DoubleClick cookies and how to control those cookies, go to https://policies.google.com/technologies/ads/.
We and third-party vendors, including Google, use first-party cookies (such as the Google Analytics cookie) and third-party cookies (such as the Google DoubleClick cookie) together to:
• inform, optimise and serve ads based on someone’s past visits to our website;
• report how ad impressions, other uses of ad services and interactions with these ad impressions and ad services are related to visits to our site.
If you do not wish to allow the use of Google Analytics for advertising, you can opt out using the Google Ad Settings.
If you do not wish to allow the use of Google Analytics cookies at all, Google provides an opt-out plug-in for most common website browsers http://tools.google.com/dlpage/gaoptout.
Social Media widgets
We include social media features, such as the Facebook Like button and other widgets, on our website. These features may collect your IP address and which page you are visiting, and may set a cookie to enable the feature to function properly.
If you do not wish to accept cookies on to your device you can do so by adjusting the settings on your browser. However, be aware that if you do block cookies, some features of our websites may not be available to you and some web pages may not display properly.
AboutCookies.org provides a guide to how you can do this on the most commonly used browsers, or you can visit the following webpages:
• Google Chrome
• Microsoft Internet Explorer
• Mozilla Firefox
If you have concerns about any cookies set by the Kiplin Hall and Gardens please contact firstname.lastname@example.org, and include a link to the page on which the cookie is set.
There are links on our website to other third-party websites. Kiplin Hall and Gardens have no control over these websites, and you should check their privacy policies if you are concerned about how they handle data.
How can I access the information held about me, and amend, correct, delete it or be forgotten by the Charity?
If you are on our mailing list, there is an unsubscribe button on every email we send to you and if you select that you will automatically be removed from the list.
You can ask us if we are keeping any personal data about you and you can also request to receive a copy of that personal data – this is called a Subject Access Request.
To make a Subject Access Request you will need to provide adequate proof of identity such as a copy of your passport, birth certificate or driving licence before your request can be processed.
Please try to be as clear as possible about the information you are seeking.
Once we have received your Subject Access Request and proof of identity, you will receive a response from us within 40 days and you will be able to get copies of any information we hold on you. However, exemptions to disclosure may apply in some circumstances.
Subject Access Requests should be sent to:
Director, Kiplin Hall & Gardens, Near Scorton, Richmond, North Yorkshire, DL10 6AT
At any time you may request that we delete or correct your personal information. If you wish to correct any information on you held by Kiplin Hall, simply contact email@example.com
We will be happy to delete any information we hold where this does not affect our legislative requirements. We will make the relevant deletions within 5 working days, or in as reasonable time as possible.
Changes to our privacy notice
We regularly review our privacy notice, and may make changes time to time. Any changes made will be posted to this page, and will apply from the time we post them. This privacy notice was last changed on 4th April 2019.
How to contact us
If you have any comments on our privacy notice, or information we hold about you please contact us: