WHAT PERSONAL DATA DOES PARHAM PROCESS AND WHY?
We collect and process Personal Data in accordance with the requirements of the Data Protection Act 1998 (DPA) and the forthcoming General Data Protection Regulation (GDPR).
2.1 We collect and process the Personal Data of our members in order to administer our membership scheme; contact our members about renewals; send receipts and transaction notifications; and to develop offers and services which might be of interest to them. This information includes times and dates of visits and transaction histories. We process this information in accordance with the legitimate interests dispensation in Article 6(1) of the GDPR.
2.2 We collect and process the Personal Data of our charitable donors in order to submit claims for reimbursement to HMRC. We process this information in accordance with the legitimate interests dispensation in Article 6(1) of the GDPR.
2.3 We collect and process the Personal Data of individuals who sign-up to receive marketing and e-newsletters from us in order to provide a personalised service and to administer our marketing systems. We send such communications on the basis of an opt-in consent, in accordance with the requirements of the Privacy and Electronic Communications Regulations 2016, and the consent dispensation in Article 6(1) of the GDPR.
2.4 We collect and process the Personal Data of individuals who hold permits to access Parham Park in order to ensure adequate security for the estate and to notify permit holders of any restrictions on access which might be imposed from time to time. We process this information in accordance with the legitimate interests’ dispensation in Article 6(1) of the GDPR.
IS MY PERSONAL DATA SHARED WITH ANYONE ELSE?
3.1 Details of the Personal Data which we collect from our members are shared with relevant contractors and suppliers.
3.2 Details of the Personal Data which we collect from our charitable donors are shared with HMRC.
3.3 Details of the Personal Data which we collect from individuals who opt to receive marketing and e-newsletters from us are shared with relevant contractors and suppliers.
IS MY PERSONAL DATA TRANSFERRED ABROAD?
4.1 We use MailChimp to administer the details of individuals who have opted to receive marketing and e-newsletters from us and to distribute these communications.
4.2 MailChimp is based in the United States of America and our use of this service constitutes an international transfer of Personal Data as defined by the GDPR.
4.3 MailChimp is accredited under the EU-US Privacy Shield Framework.
HOW LONG WILL YOU KEEP MY PERSONAL DATA FOR?
5.1 We retain the Personal Data of our members for the duration of their membership and for a period of six years once the membership has expired (for accounting, taxation, and record keeping purposes). After this period, the personal details are removed from our membership system but may be retained in an anonymised form for statistical and analytic purposes.
5.2 We retain the Personal Data of charitable donors for six years, in accordance with the rules for such records as mandated by HMRC.
5.3 We retain the Personal Data of individuals who opt to receive marketing and e-newsletters from us for as long as we have their consent to send such communications. Individuals in receipt of such communications are entitled to rescind their consent at any time, either by contacting PPL directly or by clicking on the unsubscribe link included in all emails. In the event that an individual wishes to unsubscribe, PPL will cease to send marketing to them, but will retain their details to ensure that no further marketing is sent in error. We may periodically contact individuals who are in receipt of our marketing and e-newsletters to re-seek consent and confirm that they remain happy to receive such communications from us.
5.4 We retain the Personal Data of individuals who hold a permit from us for as long as the permit remains valid. After this period, the information may be retained for accounting and auditing purposes for up to six years, and further retained thereafter in an anonymised form for statistical and analytical purposes.
CAN I CONTROL HOW YOU USE MY PERSONAL DATA?
6.1 The General Data Protection Regulation gives you the following rights:
- The Right of Access (Article 15) – You are entitled to ascertain whether or not we hold your Personal Data and, if so, to access it. Such applications are known as ‘Subject Access Requests’, and must be made in writing.
- The Right to Rectification (Article 16) – You are entitled to have incorrect or incomplete Personal Data corrected or completed.
- The Right to Erasure (Article 17) – You are entitled to have your Personal Data deleted.
- The Right to Restriction (Article 18) – You are entitled to have the processing of your Personal Data restricted.
- The Right to Data Portability (Article 19) – You are entitled to receive a copy of your Personal Data in a machine-readable format.
- The Right to Object (Article 20) – You are entitled to object to the processing of your Personal Data. However, it may still be processed, depending on the circumstances.
- The Right to Complain (Article 77) – If you feel that your Personal Data is not being used in accordance with the law, you are entitled to lodge a complaint with the Information Commissioner’s Office (UK Supervisory Authority).
6.2 Full details of your rights under the GDPR can be obtained from the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. T: 0303 123 1113. W: www.ico.org.uk
6.3 Please note that the rights outlined in (6.1) are not absolute and we may be entitled to refuse requests where exceptions apply.
CHANGES TO THIS NOTICE
7.1 By giving your Personal Data to PPL, you agree to accept the PPL Privacy Notice. You will be deemed to have accepted any amendments to the policy if you continue to provide personal information to PPL after a new version of the policy is published.
7.2 We may change this Privacy Notice as we deem necessary from time to time, or as required by law. Any changes will be immediately posted on our website and updated on our hardcopy materials. We recommend that you check our website regularly to keep up-to-date.
CONTACT AND COMPLAINTS
8.1 If you have an enquiry or complaint relating to how PPL processes Personal Data, or wish to ask a question about this Privacy Notice, please contact us at Parham House and Gardens, Parham Park, Pulborough, West Sussex, RH20 4HS. T: 01903 742021. E: firstname.lastname@example.org.
Alternatively, you can contact us via our website: www.parhaminsussex.co.uk/contact-us