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Privacy and Cookies on the Charleston Trust websites

The privacy and security of your personal information is extremely important to us. This privacy policy explains how and why we use your personal data, lawfully, fairly and transparently, to make sure you stay informed and can be confident about giving us your information.

PRIVACY POLICY

This privacy policy sets out how we (The Charleston Trust) collect, use and protect any information about you (personal information or personal data) which we may obtain in the course of our operations. For all personal information we process we undertake to:

  • Tell you about how your data is used
  • Keep it securely and make it available only to those within the organisation who need to see it. Where we share data with other organisations, we will tell you first wherever possible (sometimes there may be legal reasons not to).
  • Where your data is processed by other organisations on our behalf, make sure that the processing is clearly defined, and secure.
  • Respect your rights over your personal data.
  • Inform you about major changes to this policy.

Your rights over your information

You have the right to:

  • Have a copy of the personal information The Charleston Trust holds about you.
  • Correct inaccurate information or have incomplete information completed.
  • Have your data erased (‘right to be forgotten or ‘right to erasure’) in certain circumstances.
  • Restrict the processing of your personal information in certain circumstances.
  • Data portability – have your information supplied in a commonly used format and transmitted to another organisation.
  • Object to the processing of your personal information.
  • Object to automated decision making or profiling.

Further information on these rights can be obtained from the Information Commissioner’s website at: https://ico.org.uk/

You can exercise these rights by contacting The Charleston Trust. If you have any queries about the content of this policy, or how your data is managed, you can contact us at info@charleston.org.uk by post at Charleston, Firle, Lewes, East Sussex, BN8 6LL (marking the envelope for the attention of the Data Protection Officer). 

The information we collect and how it is used

We only require you to supply the personal information we need.  For example, if you buy something from us, we will only require you to supply what is necessary for us to complete the transaction, such as your name, contact details and delivery address. 

We do not collect any payment card details from online transactions – these are processed by external companies on our behalf. Digitickets, our ticket data processor is GDPR compliant, view their Privacy Policy here

Under Data Protection law, when we acquire and use your data, we need to meet a legal basis for doing so.  The legal bases we use are either:

  • You have given your consent to your data being used.  You can withdraw your consent to the use of your data at any time.
  • We need your data to fulfil a contract of sale, donation or negotiations for a sale.
  • We need your data to fulfil our public function as a museum (ie to provide access to collections, deal with correspondence, put on exhibitions and events, etc).
  • There is a legal requirement to keep or share your data.
  • We believe using your data meets our legitimate interests, and its use in this way is reasonable, proportional, not unexpected or unnecessarily intrusive and does not override your basic rights.
  • We never give or rent any personal details held on our database to third parties.

Where your information is stored

We store your information in a number of systems, held on our secured network.  Much of the information you provide us with – for sales, bookings and enquiries, is stored in our Customer Relationship Management system. 

Some data we collect will be processed by external companies on our behalf. Digitickets, Mailchimp and Sage are our external data processors. We are confident they are compliant with data protection regulations and in fact provide best practice in terms of the processing of personal data.  You can view their respective Privacy Policy’s here

http://www.digitickets.co.uk/privacy-policy

https://mailchimp.com/legal/privacy/

https://www.sage.com/company/privacy-notice-and-cookies

We also keep personal information relating to our collections, and items loaned to us for exhibition, in our collections management system on our network, in other electronic storage and in physical storage. 

Where the systems are stored

Most of the personal information The Charleston Trust holds is stored in the European Economic Area, on its own network or by external companies.  Some is stored by companies outside the EEA, either in countries approved by the EU as having an adequate level of protection for personal information (such as Canada) or under approved data storage frameworks such as the EU/US Privacy Shield.

The Charleston Trust Privacy Policy (website)

By submitting personal information, visitors to The Charleston Trust website expressly consent to the use of such information as described in this privacy policy. If you enter the personal information which relates to someone other than yourself, you confirm that you have their express consent to our use of such information for the purposes set out in this Privacy Policy.

What information will The Charleston Trust collect and who will have access to it?

The Charleston Trust will be able to access information comprising the following, that you enter into our online forms:- name, address, telephone number, e-mail address, preferences, post code and telephone number.

If you email us with an enquiry, your personal information will only be used to respond to your request. You will not receive any subsequent unsolicited communication (unless you have subscribed to our mailing list).

The personal information you supply when you opt in to join our mailing list will be held and used by The Charleston Trust to keep you up to date with our news, events and activities, only for as long as you would like to keep receiving such information.  We use Mailchimp to store and manage our email list and send our bulk emails. Mailchimp are GDPR compliant and you can view the Mailchimp privacy policy here. Mailchimp uses secure servers in the United States, but these are certified compliant with the EU-US Privacy Shield.

Each email we send you gives the opportunity to unsubscribe at any time.  You can also unsubscribe or amend your details by emailing us at info@charleston.org.uk

The information that you provide can be accessed by The Charleston Trust staff. We never give or rent any personal details held on our database to third parties.

How will The Charleston Trust use your information?

We may use the information we collect to track and monitor the usage of our website, the response to advertisements carried on our web site and help us understand the patterns of site visitors. This will help us operate the web site more effectively and also assist us in business processes such as accounting, marketing and record keeping.

We do not hold any financial transactional information submitted by the e-commerce platforms on our website.

Can I access the information you store about me?

You may request access to all your personal information that we collect on line and maintained in our database by emailing info@charleston.org.uk

The Charleston Trust will aim to provide the relevant data as soon as reasonably possible.

The Charleston Trust will always verify the identity of anyone making a subject access request before handing over any information.

Cookies

Our website uses cookies. A cookie is a small file of letters and numbers that we put on your computer if you agree. These cookies allow us to distinguish you from other users of our website, which helps us to provide you with a good experience when you browse our website and also allows us to improve our site. The cookies we use are “strictly necessary cookies” and “analytical” cookies. They enable you to log in to secure areas of our website and use a shopping cart and also allow us to recognise and count the number of visitors and to see how visitors move around the site when they are using it. This helps us to improve the way our website works, for example by ensuring that users are finding what they are looking for easily.

How do you use Cookies?

This website uses Google Analytics, a web analytics service provided by Google, Inc. (‘Google’).

Google Analytics uses ‘cookies’, which are text files placed on your computer, to help the website analyze how users use the site.

The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States .

Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage.

Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google.

By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

Can I turn off Cookies?

You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website.

 

Why does The Charleston Trust support the use of cookies?

We automatically collect some aggregated data about users’ browsing actions and patterns. Cookies are small text files which websites can put in your browser to track usage of the site, but they don’t tell us who you are and cannot be used to identify you.  We use cookies to help us improve our understanding of our users and their preferences, in order to make our site as useful as possible and to ensure accountability and continuous improvement with respect to the effectiveness by which we deliver information and services online.

Cookies are also used by external websites whose services are used on our website, via the sharing buttons across the site which allow you to share our content onto social networks. Cookies are currently set by LinkedIn, Twitter, Facebook, Google+ and Pinterest.

Changes to our privacy notice

We may change this Privacy Notice from time to time. However we will not reduce your rights under this Privacy Notice. We will always update this Privacy Notice on our website, so please try to read it when you visit the website (the ‘last updated’ reference tells you when we last updated this Privacy Notice).

The Charleston Trust Privacy Policy last updated: May 2018.

Questions and further information

If you have any questions regarding this Privacy Policy or Cookies, please email us at info@charleston.org.uk

Terms and conditions for use of our site are available here.

 

 

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