Privacy Policy

This privacy notice sets out the way The Buxton Crescent Heritage Trust uses any personal information we collect about you, your rights to access and correct the information we hold about you and how to contact us for queries or complaints about our use of your personal information, or to unsubscribe from marketing communications.

1. Who we are

The Buxton Crescent Heritage Trust
Buxton Town Hall
Buxton
Derbyshire
SK17 6EL

Company number: 09881148

Complaints and how to contact us

You have a right at any time to stop us from contacting you for marketing or any other purpose. If you would like to opt out of receiving communications from us please email buxtoncrescenttrustfriends@outlook.com

If you would like to make an enquiry about data protection, raise a concern or complain about how your information has been used you can contact us in the following ways:

By post: Buxton Crescent Heritage Trust, Buxton Town Hall, Buxton, Derbyshire, SK17 6EL
By telephone: 01298 338441
By email: buxtoncrescenttrustfriends@outlook.com

2. What information we collect

When do we collect personal information?

Personal information is collected directly from you when you interact with us and allow us to do so, for example:

  • When you join as a Friend of Buxton Crescent Heritage Trust
  • When you register as a volunteer
  • When you voluntarily complete a survey or attend a consultation event
  • Make a financial donation
  • Make an enquiry
  • Make a purchase
  • Apply for a role with us
  • Hire a space for an event
  • Participate or attend an event
  • Provide feedback
  • Send or receive an email
  • Visit our website
  • Participate in competitions or social media conversations

Information may be collected in person, over the phone, through our website, social media or from something you’ve posted to us.

What personal Information do we collect?

Personal information we collect may include:

  • Your name, including your title
  • Gender
  • Date of Birth, only when needed for age related products
  • Postal and email addresses
  • Phone numbers
  • Bank Details
  • Your profession where appropriate
  • Your age, ethnicity, disability and family status where appropriate
  • Relationships including spouses, partners, work colleagues, connections where appropriate
  • Current interest and activities
  • Any accredited membership you belong to e.g. livery or trade organisation membership, or any other accredited organisation membership
  • Standard internet log information and details of visitor behaviour patterns, including Wi-Fi usage

We will also collect and hold information about any contact you have with us as a visitor, customer or supporter of the Buxton Crescent Heritage Trust and this may include details of:

  • Ticket purchase and event registration/attendance
  • Contact preferences
  • Online or in store retail purchases
  • Gift information, including Direct Debit bank details where applicable
  • Gift Aid status
  • Details of correspondence sent to you or received from you
  • Employment information and professional activities
  • Selected media coverage, where relevant

We will always refer to this page when we ask you for your consent. We’ll keep this page updated to show you all the things we do with your personal information so that you can be confident when sharing your information with us that it will be only used for what we say here and on our website.

3. How we use your personal information

We collect information about you in order to fulfil our public task and provide you with the service/s you have requested. Personal information provided to us will be used for the purposes outlined at the time of collection or registration in accordance with the preferences you express.

Personal data collected and processed by us may be used for the following purposes:

• Administration of Friends membership(s)
• Administration of donations and legacies
• Research and statistical analysis
• Communication about our membership, fundraising , events and other activities that we think may be of interest to you
• Ensuring all marketing communications you receive from us are relevant, such as tailoring messaging to our existing supporters and potential supporters across the trust
• Fulfilment of orders for services requested

When you sign up to a newsletter or opt-in to our communications using our forms (e.g. a donation form or online form) or in person, then you are giving us your consent to send you marketing and fundraising materials by the methods you have chosen (e.g. email or phone call). We will never send you marketing by email or SMS without your consent, and you can withdraw your consent at any time.

If you have provided us with your postal or telephone contact details, but haven’t specifically opted-in to receive our communications (for example, making a donation by post), then we will carry out an assessment of whether it would be fair and reasonable to use them to send marketing and fundraising information to you without your explicit consent (i.e. it is in the interests of our aims and will not cause undue prejudice to you). This is called a legitimate interests assessment. You can opt out of our marketing and fundraising communications at any time if you don’t want to receive them.

We will ensure we have a legal basis to use your personal information for the other purposes mentioned in this policy (usually with your consent, further to a legitimate interests assessment, or because the use of your data is necessary to comply with a legal obligation)

The Trust always acts upon your choices around what type of communications you want to receive and how you want to receive them. However, there are some communications that need to happen regardless of your marketing preferences.These are what we would describe as essential communications to fulfill our promises to you. For example, as a Friend from the Trust this type of communication would be:

• Transaction notification messaging, such as Direct Debit confirmation
• Membership related mailings such as your renewal reminder.

Consent

Where we need your consent, we will ensure always that you are as fully informed as possible at the time on what we do with your information, with whom it may be shared and how long we will keep it.

Processing your donation or purchase

When you make a donation or other payment to us, we will use your payment and contact details, payment amount, date and time of payment; to process that payment and take any follow-up administrative action needed (for example, sending a receipt or acknowledgement letter).

There are some membership and donation 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 include Direct Debit confirmations, thank you and renewal letters, member benefits, and queries regarding returned mail or bounced payments. .

Gift Aid Processing

If you choose to include Gift Aid with a donation to us, then we will also ask for your address and UK taxpayer status as this information is required by law. You can read more about how Gift Aid works here. This information is needed for us to fulfill our obligations under tax (sections 413 to 430 Income Tax Act 2007) and charity law. Information associated with Gift Aid declarations must be retained for 7 years. This information will be shared with HMRC for tax regulation purposes and may also be shared with the Fundraising Regulator and the Charity Commission in the event of an enquiry or investigation.

Responding to enquiries

If you contact us with a question, comment, compliment or complaint then we will keep a record of this correspondence and any associated documents so that we have the information available in the event of a follow-up, dispute or investigation.

Notifying you of changes to policies

If we make significant changes to our policies which may affect you, we will use your contact details to inform you of the changes.

Requesting information if you are attending our events

If you participate in an event that we have organised, we may ask you to provide information to make sure we can manage the event safely and efficiently. We may also ask you for details of any accessibility need which you may have, so that we ensure our event is inclusive, in line with the provisions of the Equality Act 2010.

If you participate in an event organised by an external party or make a donation through a processor like Just Giving, then your information may be passed to us by the processor. We would only use it for marketing purposes if you have given your consent for this.

Fundraising, Marketing and Communications

We may use your information to invite you to become involved with us in new ways, raise funds and grow our supporter base. If you consent we will send you information about activities and services of the Buxton Crescent Heritage Trust that may be of interest to you, by post, telephone or email. Some of these will include:

  • Details of other products, services or events related to the Buxton Crescent Heritage Trust, such as exhibitions, events, or retail offers
  • News and updates about the Buxton Crescent Heritage Trust such as our marketing, learning or supporter e-newsletters
  • Details of fundraising operations, including requests to consider giving financial support to Buxton Crescent Heritage Trust projects
  • Surveys for market research purposes

Where you have provided your postal address or telephone number we may send this information to you by post or by calling your telephone unless you have asked us not to. We may also email you this information or send by SMS if you have agreed for us to do so.

Targeting our communications and researching our supporters

We undertake some research and analysis to inform our decisions on what communications our supporters would prefer, in order to work out whom to contact, what to say and when to get in touch. We want to send the most effective messages that we can in the most efficient way possible.

We undertake some research and analysis to inform our decisions on what to put on display, how to display it and what kinds of activities to programme to continually work to offer the best experiences when you visit. Responses to survey questions may be quoted in research reports. All data is anonymised when used for this purpose.

Analytics
Website visitors

We may log the IP address of the computer you are using in order to protect our servers against abuse and malicious activity. The logs are deleted every 30 days. Other information is used to measure the performance of the website, the volume of traffic that the site receives, how site users move around the site and what sort of users the site attracts. You can find out more in our website and cookies policy.

We use Google Analytics to collect information about how our visitors use and navigate this website. We use this information to report to funders and to analyse usage of the website so that we can continually work to improve the website and your experience of it. The cookies collect information such as the number of visitors to the site, which pages they visited and whereabouts they came to the site from. This information is anonymous and cannot be used to identify you personally.

Analysing how emails are opened and read

We track emails which we have sent to you to see which messages have the highest response rates and whether there are messages that generate better engagement with particular groups of people. We do this by logging whether emails we send have been opened, deleted and interacted with (for example, by clicking on links within the emails). Although we only use this information to look at general patterns, it is still personal information because it is linked to your email address.

Segmentation

We analyse all data provided to us by supporters to review behavioural patterns like direct debit donations, communication preferences, interests in the museum, and which events you have attended.

Analysing our supporter base to send different communications to people who might choose to give higher donations

We undertake in-house research and engage other organisations such as Geodemographic data sources to help us identify people who may be able to support us with a larger gift, using information you have given us and publicly available records such as the electoral roll, land records, ‘rich lists’, Who’s Who publications and Companies House records. This is known as ‘wealth screening’.

We may also collect information on your interests, for example board memberships, hobbies, or articles about you in newspapers or magazines.

We use this information to tailor our communication with you and invite potential supporters to meetings, groups and events which may be of interest to them.

Here are some examples of the sources we might use:

  • Public registers (e.g. Electoral roll, Companies House, Land records,)
  • Articles about you in newspapers or magazines (e.g. ‘rich lists’, Who’s Who publications)
  • Subscription services (e.g. Directory of Social Change, opencharities.org, Trustfunding.org, New Trust List service)
  • Internet search engine results
  • Wikipedia
  • Open postings on social media sites such as LinkedIn, Twitter and Facebook
  • The Charity Commission website
  • Local Authority and government websites
  • Property sites (e.g. Rightmove)
  • Deaths and marriages registers (e.g. Mortascreen or National Deceased Register)
  • Google maps
  • Company websites
  • Public blogs
  • Aggregator sites that collate info (e.g. 192.com, Duedil, Directory Enquiries)
  • Public records of other charities or organisations you might be affiliated with (e.g. if you are listed as patrons of a charity)
  • Any websites you manage or about you
  • Family tree websites (e.g. ancestory.co.uk, Thepeerage.com)
  • Professional registers (e.g. , City of London Directory and Livery Companies Guide, Academics, Solicitors, Accountants, Chartered Surveyors, House of Lords Register of Interests, NHS employees (doctors), ACF (Association of Charitable Foundations).

Fundraising research is vital to our development activities to ensure that not only does Buxton Crescent Heritage Trust continue to thrive for generations to come, but also to ensure that any fundraising requests are appropriate and justified.

You can choose to opt-out of being the subject of wealth screening or research (if it is not a legal requirement) simply by contacting us through the details at the top of this page.

When might we add information to your record that you may not have given to us directly?

We may also add information or update your record with us, from publicly available sources where you have given your consent, or information gathered in data cleaning exercises sometimes involving third party companies (see ‘Who might we share your information with’ below), to check if we have accurate contact details for you.

This may include your company details, telephone number, address related information, information from death registers, age or the information mentioned in the section above ‘Targeting our communications and researching our supporters’. We use this information to tailor our communications with you and send you more appropriate information.

These activities form a vital part of keeping support for our work going. You can request more information on these activities, or change your preferences, by using the information in the ‘Contacting us’ section at the beginning of this document.

You can choose to opt-out of being the subject of data cleaning or analysis simply by contacting us through the details at the top of this page.

Compliance with the law

We ensure that our activities comply with the law. Therefore we may need to share or use your personal information if we are required to do so by law (for example, in response to a warrant or court order) and we may use information from other sources for the purposes of fraud prevention, for example to comply with money laundering regulations, or to protect people’s rights, property or safety.

If certain levels of donation are made, the Fundraising Regulator’s Code of Fundraising Practice requires us, and all charities in the UK, to perform checks. More details can be found at www.fundraisingregulator.org.uk.

4. Who might we share your information with?

Personal data collected and processed by us may be shared with employees, Trustees and volunteers of Buxton Crescent Heritage Trust.

We will not sell your details to any third parties, nor disclose personal data to any third parties or external organisations, other than trusted data processors and service providers carrying out work on our behalf. Examples of data processors would be mailing houses, bulk email distribution services, or wealth screening (a tool that organisations may use to help determine donors’ capacities to give, looking at top indicators of wealth like real estate ownership, business affiliations, and stock holdings in public companies) and data cleaning organisations.

We do comprehensive checks on any companies working on our behalf before we work with them. We will put a contract in place that sets out our expectations and requirements regarding how they manage the personal data they collect, or have access to, in line with the 1998 Data Protection Act and the General Data Protection Regulation. We will apply for your explicit and informed consent in the event that we need to share your data in any other way that is not covered in this policy.

We will never share your details with other organisations to use for their own purposes, other than where we are required to by law. The Buxton Crescent Heritage Trust will not, under any circumstances, share with or sell your personal information to any third party for marketing purposes and you will not receive offers from other companies or organisations as a result of giving your details to us.

We may use other companies to provide services and process your personal information on our behalf, including delivering postal mail, making telephone calls to our supporters, sending emails, sending SMS messages, processing credit card payments and analysing our supporter information as outlined above, to help us offer you communications that are most appropriate to you and your interests. In some cases, our suppliers may use software which analyses publicly available information (as outlined above) to build up a picture about you based on the factors set out in the ‘Targeting our communications and researching our supporters’ section.

5. Job Applicants

If you apply to work for Buxton Crescent Heritage Trust, we will use the information you supply to process your application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing you beforehand unless the disclosure is required or otherwise permitted by law.

We may sometimes use third-party job application platforms to publish and receive applications for roles. When you apply through these portals the organisation’s privacy information will be available to you. We only work alongside other organisations in this way if we are satisfied that they will keep your information safely and use it only in the same legal ways that we would.

During the recruitment process, we will perform some checks on your identity, your right to work in the UK, your eligibility to work with vulnerable people and your past employment references.

Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed. We retain de-personalised statistical information like ethnicity, sexuality and disability to ensure that our recruitment processes are inclusive and not discriminatory, but this is completely anonymised, so no individuals are identifiable from that data.

Once you have taken up employment with Buxton Crescent Heritage Trusr, we will compile a file relating to your employment. The information contained in this will be kept secure and will be used for purposes relevant to your employment. Once your employment with us has ended, we will retain the file in accordance with the requirements of our retention schedule and the law.

If we are required by law to share your information, (for example; in response to a warrant or court order), we will do so.

6. CCTV

CCTV may be used by Buxton Crescent Heritage Trust to monitor the safety and security of our visitors, staff, volunteers, exhibits, merchandise, and events. We abide by the CCTV Code of Practice in the management of information recorded and retained by surveillance equipment.

7. Children’s information

While we do not actively collect information from children (under 16s) in the UK, we appreciate that our visitors and supporters are of all ages. Where appropriate, we will always ask for consent from a parent or guardian to collect information about children. All events will have clear rules on whether or not children can take part, and the collection of information will be managed in accordance with each individual event, with appropriate safeguards in place.

8. Other websites

Our website may contain links to other websites which are outside our control and are not covered by this privacy notice. If you access other sites using the links provided, the operators of these sites may collect information from you which will be used by them in accordance with their privacy policy, which may differ from ours.

We cannot be held responsible for the privacy policies of third party websites and we advise users to read the privacy policies of other websites before registering any personal data.

9. Access to your information and retention periods

You have the right to request a copy of the information that we hold about you: this is called a Subject Access Request. We will provide it in a clear and easy to follow format. Please note that if you ask for the material to be sent electronically but prefer not to use a secure file transfer, Buxton Crescent Heritage Trust cannot be held responsible for the security risk to your information as it travels across the Internet.

If you would like to access your personal data held by us, please apply in writing to the:

The Buxton Crescent Heritage Trust
Buxton Town Hall
Buxton
Derbyshire
SK17 6EL

How to ask us to amend or delete your information

We fully comply with the terms of the Data Protection Act (1998) and the incoming General Data Protection Regulations (2018), and will respond to any requests to remove, change or provide any personal details you have given us under the terms of the Act and Regulations, including the right to be forgotten. If you information is incorrect, out of date or if there is no longer justification for us to hold it, you can ask for it to be updated, removed or blocked from our use.

If, at any time, you want to update or amend your personal data or preferences or unsubscribe please write to address below, email or call:

The Buxton Crescent  Heritage Trust
Buxton Town Hall
Buxton
Derbyshire
SK17 6EL

Email: buxtoncrescenttrustfriends@outlook.com
Tel: 01298 338441

Please note that whilst we endeavour to update your information in a timely manner there may be a slight delay of up to 48 hours to deal with your request. If you ask us not to contact you, we will keep some basic information about you on our suppression list in order to avoid sending you unwanted materials in the future.

Retention

The personal data collected by Buxton Crescent Heritage Trust is evaluated periodically to determine whether it is current and still needs to be held. Subject to any legal requirements we will keep your personal information for no longer than is necessary for the purposes for which it is processed (in accordance with our internal policies/retention schedule). For example, we will hold your information while you are a Friend, and for up to two years if you do not renew.

You can find out more about your data protection rights on the Information Commissioner’s Office (ICO) website: https://ico.org.uk.

You can find out more about data protection law here:

Data Protection Act 1998 until the 25th May 2018 (external link)

General Data Protection Regulation 2018 from 25th May 2018 (external link)

10. Changes and updates to the privacy notice

We keep our privacy notice under regular review. You are advised to visit this page periodically in order to keep up to date with any changes. By continuing to use our services you will be deemed to have accepted such changes.

This privacy notice was last updated in May 2018.