Data Privacy Policy & GDPR

Scope                 

At Crich Glebe Field Trust Ltd (The Trust), we are committed to protecting the rights and privacy of individuals. We need to collect and use certain types of Data in order to carry out our work of managing the Crich Glebe Field Centre (The Glebe).

This Privacy Notice sets out the basis on which we will process the personally identifying information (‘Personal Data’) that we collect and receive from and about users, hirers, Trustees, staff, volunteers, and visitors to the Glebe, and of visitors to our website.

Our privacy commitments

  • The Board of Trustees is the Data Controller under the Act, and is legally responsible for complying with Act, which means that it determines what purposes personal information held will be used for.
  • We will only collect, keep, use and share Personal Data for legitimate business purposes that we explain here below, or if we’re legally required to do so.
  • We will be as clear and open as we can with you on what Personal Data we collect, and how it will be processed.
  • For as long as we maintain records of your Personal Data, we will keep it up to date, and protect it with appropriate safety measures.

How we collect Data

We collect personal data in order to carry out our work of managing the Glebe. This can include:

  • Data from hirers of facilities of the Glebe
  • Data from subscribers to mailing lists
  • Data from purchasers of events tickets
  • Data from Audience Feedback Forms
  • Data from Trustees, Members, Management Committee, staff, volunteers, and users of Glebe facilities

The Data we collect

  • For users, data can include your email address, first and last names, address data, and contact numbers.
  • For hirers, data will include financial transaction data, in addition to the data mentioned above.
  • From event and activity feedback, we collect and process additional data. These include your:
    • Name;
    • Contact information including postcodes and e-mail addresses
    • Demographic information such as ethnicity, gender, age
    • Behavioural information such as purchase patterns, preferences and interests
    • Other information relevant to research, surveys and/or offers
  • We collect this information to:
    • To improve our products, services, audience development and marketing;
    • To introduce new products and services;
    • To meet funding agreements and/or relevant legal requirements.
  • We do not normally need to collect or process sensitive data, but where we do, we ensure that “Explicit consent” is freely given, with specific agreement to the processing of “sensitive data” about you. Sensitive data is defined in the regulations as including:
    • Racial or ethnic origin of the data subject
    • Political opinions
    • Religious beliefs or other beliefs of a similar nature
    • Trade union membership
    • Physical or mental health or condition
    • Sexual orientation
    • Criminal record
    • Proceedings for any offence committed or alleged to have been committed
  • Images, photographs, audio, video and other digital media files created at shows may be used for marketing, advocacy and documentation purposes

How we use your Data

We use this data in a number of ways:

  • To tell you about the things you’ve asked us to tell you about;
  • To contact you if we need to obtain or provide additional information;
  • To check our records are right, and
  • To check every now and then that you’re happy and satisfied.

We don’t rent or trade email lists with other organisations and businesses.

Visitors to our Website

When someone visits www.crichglebefieldcentre.org we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not, and do not allow Google, to make any attempt to find out the identities of those visiting our website. See Google Analytics Privacy Policy

How we store your Data

Personal data will be stored securely, in electronic or hard copy form, and will only be accessible to authorised volunteers or staff. Information will be stored for only as long as it is needed or required by statute and will be disposed of appropriately.

Events data is stored on secure external electronic databases:

  • Booking information data is held on:
    • TicketSource – ticket purchasing – see TicketSource Privacy Policy Notice
    • Stripe – on-line payments – see Stripe Privacy Policy
    • An event spreadsheet on the secure stand-alone PC of the Events’ Organiser
    • Accountz accounting software – see Accountz.com Ltd Privacy Policy Notice
  • Mailing List Information data is held on:
    • MailChimp – see MailChimp Privacy Policy Notice
    • Outlook – contact details on the secure stand-alone PC of the Events’ Organiser

 Who we share your data with

Normally, we do not share personal data unless we are obliged to legally.

The one exception is the paper Audience Survey Form you are invited to complete at specific events, which are shared with outside agencies. They in turn, may share anonymised personal information with other organisations, particularly Arts Council England, Derbyshire County Council, and Amber Valley Borough Council, who use this data to analyse our audience development programmes, ticket sales and self-generated funding, to better understand the impact of the public investment made in Rural Touring.

Security

The Trust is committed to ensuring that your personal data is secure. We have put in place suitable physical and electronic procedures to safeguard and secure the information collected and stored.

Data Breaches

The GDPR requires us to report certain types of personal data breach to the Information Commissioner’s Office within 72 hours of the breach being identified.

How we control your Data

  • The Glebe’s subscriber mailing lists are opt-in. You have the right to update your preferences or remove your data at any time. An “unsubscribe” button is given at the bottom of every email campaign.
  • On the Audience Survey Forms, you can opt-in to having your details passed on to the performers / companies / promoters so that you can be kept informed about their work. You can change your mind at any time by writing to the appropriate performers/ companies/ promoters.
  • The Glebe will not sell, distribute, or lease personal information to third parties unless required to by law.
  • The Glebe will never send you promotional information about third parties.
  • You have the right to request details of the personal information held about you by the Trust under the Data Protection Act 1998. For external requests, a fee of £10 will be payable, and you must allow up to 30 days to receive the information. If you would like a copy of your personal information you must write to: Crich Glebe Field Trust Ltd, Glebe Field Close, Crich, Matlock, DE4 5EU.
  • If you believe that any information the Trust is holding about you is incorrect or incomplete, you should contact Crich Glebe Field Trust Ltd. as soon as possible at the above address or e-mail admin@crichglebefieldcentre.org The Trust will promptly amend any information found to be wrong.

Duration of Storage

 We will maintain records of your Personal Data for as long as you remain:

  • A user, hirer, Trustee, member, Management Committee member, staff member, volunteer, or visitor to the Glebe, or a user of our website.
  • A registered subscriber to our mailing list
  • Have completed a purchase with us in the last 36 months; or
  • For as long as is necessary to provide our services to you.

If you have not opened any email communication from Live Events at the Glebe or interacted in any other way with the Glebe for 36 months, we will regard you as an inactive subscriber and delete your details from our records, except where retention is necessary to enable us to enforce our legal rights.

Changes to our Privacy Notice

We will update this Privacy Notice from time to time, as necessary. All such changes will be posted to the website www.crichglebefieldcentre.org and if we consider it to be appropriate we will notify subscribers of any material changes by e-mail.

Contacting us

The Board of Trustees is the Data Controller in respect of any Personal Data that you submit to us or that we collect from or about you. We are a charity registered in England and Wales (registered no. 1045937) with registered offices at Glebe Field Close, Crich, Matlock, DE4 5EU.

If you would like to know what information we hold about you or if you have any other queries or complaints in relation to this Privacy Notice, our contact details are as follows:

Crich Glebe Field Trust Ltd

Glebe Field Close

Crich

Matlock

DE4 5EU

admin@crichglebefieldcentre.org

01773 857894

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