Friends of Valentines Mansion Privacy Statement
The privacy and security of your personal data is something the Friends of Valentines Mansion take very seriously. In particular:
▪ We use your data to provide you with information about the Friends of Valentines Mansion and events we organise or are held at Valentines Mansion and Gardens
▪ We don’t allow third parties to use your data without your consent
▪ We will remove you from our mailing list and our records on request, subject to any legal requirements to retain such data.
Who are we?
In this policy, whenever you see the words ‘we’, ‘us’, ‘our’ or ‘the Friends’, it refers to the Friends of Valentines Mansion, a registered charity (No. 1101835).
Who does this policy cover?
This policy relates to our handling of members’ of the Friends data. We also collect name and contact details such as email address from non-members who have booked tickets for an event or have asked to receive promotional material by email. about events relating to Valentines Mansion and activities organised by the Friends. Our privacy statement relating to online ticketing sales and email communications with non-members is here, otherwise non-members data will be handled in accordance with this policy.
Any personal information you send to us via this website or by email will also be handled in accordance with this policy and our privacy statement relating to email communications with non-members.
What type of data do we collect and how do we collect it?
We collect personal data such as title, name, address, telephone number and email address when you join or renew your membership of the Friends of Valentines Mansion or book for an event. This data is collected and held both on paper and electronically.
How do we use your data?
Primarily we use your data to fulfil your membership contract, by sending our Newsletter to you and providing you with information about events, meetings of the Friends and other matters relating to Valentines Mansion and Gardens. We do not allow other organisations to use your data and do not distribute material or information on their behalf unless we believe it meets the same criteria.
Where non-members have booked tickets for an event we include their name on attendance lists as required. If a non-member requests to be on our promotional emailing list we use their email address to provide them with information about events and other matters relating to Valentines Mansion and activities organised by the Friends.
Who has access to your data?
Access is restricted to relevant Officers of the Friends or persons appointed by them to carry out specific tasks such as booking in at events.
Data is disclosed to our appointed payment processors to the extent necessary for them to collect the direct debit subscriptions . .They have given us strict confidentiality undertakings (note1). With your consent we share your data with the email marketing platform “MailChimp” to send you the Newsletter and e-news. We will seek your consent if we wish to use it for other purposes. MailChimp are also subject to the Data Protection Act and the Privacy Act in the same manner we are.
How long do we keep your data?
We need to keep it for as long as you are a member of the Friends and as long as we are required to by law for things such as Gift Aid. Data provided by non-members attending an event will be deleted six months after the event and they will be removed immediately from email lists on request. Subject to these limits we will delete your data on request. If you leave the Friends, we will make sure we stop using and/or delete any data we don’t need to keep (e.g. for Gift Aid).
How can you access and update your data?
Please advise any changes to email@example.com or by post to the Membership Secretary, The Friends of Valentines Mansion, 272 Cranbrook Road, Ilford, Essex. IG1 4UR. You have a right to request a copy of your data by contacting us in the same way.
Links to other websites
The Friends’ website contains links to and from external websites. If you follow a link to other sites please note that these will be governed by their own privacy policies. We cannot accept liability for data use on those websites.
This policy may be updated from time to time on this page. If the changes are significant, we may also choose to contact our members and email our registered users with the new details. If required by law, we will get your permission or give you the opportunity to opt out of any new uses of your data.
What to do if you’re unhappy
Please contact us in the first instance by email to firstname.lastname@example.org or by post to the Data Protection Office, The Friends of Valentines Mansion, 272 Cranbrook Road, Ilford, Essex. IG1 4UR We will respond to your complaint promptly, but if you’re still not satisfied you have a right to complain to the Information Commissioner’s Office, either via their website or by post to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Note (1) Currently no members pay by direct debit and this option will not be offered to new members.
Last Updated September 2021 Changes highlighted since last update in June2021