PENHURST RETREAT CENTRE PRIVACY POLICY
Introduction
Your privacy is important to us. Penhurst Retreat Centre Charitable Trust is committed to protecting your privacy, keeping the data you share with us safe, and using it lawfully.
We aim to be transparent with you about how we collect your data, and we will not do anything you wouldn’t reasonably expect from us.
This policy sets out how we obtain, use and protect any information that you give us when you use this website or provide it by any other means. Please read this policy carefully to understand how we will collect, use, store and protect your data.
Who we are:
Penhurst Retreat Centre Charitable Trust is based in the UK. We are a charity registered with The Charity Commission in England & Wales with Charity No 1060817. Our address is The Manor House, Penhurst, near Battle, East Sussex TN33 9QP
What data may we collect from you?
We collect personal data when you opt-in to receive our communications and prayer information, register to attend our events, purchase other resources or make donations. We collect this information when you complete a form on our website or contact us by email, phone and mail. This information may include:
- Your name
- Your postal/billing address
- Your telephone numbers
- Your email address
- Bank account details
- Information you enter on our website
- Records of your correspondence with us including your requests to opt-in to our mailings
Where do we collect your data from?
We do not collect information from third parties, and only collect and use what you may choose to provide.
We do not include or offer third party products or links on our website.
Sensitive data
Where you provide the relevant information, we may collect sensitive data including, but not limited to, your dietary or access requirements to best accommodate you at our events and activities.
We do not collect sensitive personal information about you unless there is a clear reason for doing so, such as where we need this information to ensure safeguarding, to carry out appropriate checks on volunteers, or care appropriately for those participants using the centre. For some activities we will collect health and dietary information so that staff and leaders on our events have the relevant information to care for participants.
We do not collect information about children who are aged 16 or under except that supplied by a parent or guardian and this is strictly in relation to activities that children are attending with their parents or guardians. When we collect information about a child or young person, we will make it clear why we are collecting this information and how it will be used.
Why do we collect and how do we use your data?
We may collect and use your information:-
- to process event bookings, and/or inform you of any changes
- to provide general and prayer information about us (where you have consented to receiving this information)
- to provide you with information that you have requested about our work or our activities
- to provide you with information about other events and activities that we offer that are similar to those you have already purchased or enquired about and to which you have not objected to receiving
- to set up standing orders and receive one-off card payments
- to process donations
- for administration purposes (eg we may contact you about a donation you have made or event you have expressed an interest in or registered for)
- for internal record keeping, such as the management of feedback or complaints
- to record the contact that we have with you
- to comply with the law regarding data sharing.
You do not have to provide us with this information but if you choose not to we may be unable to give you the information or service you request.
We will ask for your permission regarding the method by which you would like to be contacted about our events and activities (such as post, telephone or email).
We rely on a variety of legal bases for processing your data depending on the activity being undertaken
- We use legitimate interests for carrying out any administration in relation to events that you have booked, for processing receipts for donations towards supporting us financially or other purchases, as well as to thank you for those.
- We use consent for all the newsletters sent out to those to wish to receive them. Every newsletter will provide a clear opportunity for you to opt-out of/unsubscribe from future mailings (both by post or email)..
- We use compliance with a legal obligation as the basis for processing any legally required activities such as Gift Aid returns to HMRC.
- We use the soft opt-in exemption to contact you in a way that you might reasonably expect about similar events to ones you have recently bought. You will have been given an option to opt-out of these.
When applying for a job you will be given more specific privacy notices and policies in line with the specific requirements of our employment relationship with you.
How long will we hold information and keep it accurate?
We take reasonable steps to create an accurate record of any personal data you have submitted to us.
We hold your data for varying lengths of time depending on the type of information in question but in doing so we always seek to comply with Data Protection legislation. We will contact you periodically to check that the information we are holding is accurate and that you agree to us holding it. You can let us know about any changes to your personal data by contacting us.
How do we store and protect your information?
We will not share any of your data to any third parties unless we are legally obliged to; or without your permission, or unless indicated in this privacy policy or agreed by you.
We may need to pass on information if required by law or by a regulatory body. For example if we’re required to by HMRC, or a law enforcement agency, or to protect Penhurst Retreat Centre Church in the cases of suspected fraud or defamation.
We will never sell, trade or otherwise transfer your data to a third party for the purposes of marketing.
We will not transfer your personal data to countries outside the European Economic Area.
Penhurst Retreat Centre has security measures in place to protect against the loss, misuse and alteration of personal data under our control.
We ensure access to information is kept securely. Your personal information is therefore stored in secured networks and is only accessible by a small number of people who have password protected access to the data and who are committed to keeping the information confidential. This includes our own administrative staff, and our web design team Worldwide Webdesign Ltd.
We implement a variety of security measures when a user enters, submits or accesses their information to maintain the safety of your personal information.
Requesting access to your personal data
Under Data Protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact Richard Hann (see below).
You also have the right to:
- object to processing of personal data that is likely to cause, or is causing, damage or distress
- prevent processing for the purpose of direct marketing
- object to decisions being taken by automated means
- in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
- claim compensation for damages caused by a breach of the Data Protection regulations.
For further information on how your information is used, how we maintain the security of your information and your rights to access information we hold on you please contact Richard Hann (see below).
If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/
Cookies
The website itself uses session cookies, which are deleted by your web browser when you close it. Session cookies do not carry any Personally Identifiable Information. We use visitor-tracking software to track visitor data. This may set a cookie but this will not carry any Personally Identifiable Information either.
Changes to our Privacy Policy
We may update this policy from time to time without notice to you. By continuing to use our website you will be deemed to have accepted such changes. You should check his policy from time to time to ensure that you are happy with any changes.
This policy was last reviewed on 3rd May 2018.
Contact
If you would like to discuss anything in this privacy notice, please contact Richard Hann via the contact page on the website, by telephone, by post or by email to info@penhurst.org,uk
