Our commitment to your privacy
Your privacy is of the highest importance to us. Wiston House is committed to meeting its Data Protection obligations and ensuring the protection and security of all personal information. This privacy statement explains what personal data Wiston House collects from you, through our interactions with you and your events, and how we use that data, and outlines the procedures which are in place to safeguard your privacy.
When we ask you for information, we will keep to the law, including the Data Protection Act 2018. Should we ask you to provide any information by which you can be identified when attending an event, making an email enquiry or visiting our website, you can be assured that it will only be used in accordance with this privacy statement.
In regard to our website, events, eMarketing and other associated marketing activities, Wiston House manages client data and is compliant with all applicable Data Protection Regulations and General Data Protection Regulations (GDPR) and will treat all personal information as confidential.
Personal data we collect
Wiston House collects data to keep in touch with you, operate efficiently and provide you with the best experience when contracting for a Wiston House event. You provide some of this data directly, such as through our booking form, meeting with us to discuss your events and through your interaction with our website and online booking service. When we ask you for personal information, we promise to:
• make sure you know why we need it;
• ask only for what we need, and not to collect too much or irrelevant information;
• protect it and make sure nobody has access to it who shouldn’t;
• let you know if we share it with other organisations to give you better public services;
• make sure we don’t keep it longer than necessary.
In return, we ask you to:
• give us accurate information; and
• tell us as soon as possible if there are any changes, such as a new address.
This helps us to keep your information reliable and up to date.
How we use personal data
We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. The Information Commissioner’s Office (ICO) refers to this as a ‘lawful basis’. Wiston House uses the data we collect to operate our business and provide you with information relating to your events. We do not use what you say in email, chat or testimonials without your prior written consent.
We may contact you by email, post or via the telephone. We will hold the information for the period as outlined under our data retention and disposal policy.
How we store your data
When certain personal information is collected from you (for example: your name, company name, address, email address and job title), Wiston House is committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. All electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means).
Our staff receive data protection training and we have a set of detailed data protection procedures which staff are required to follow when handling personal data.
Our venue, Wiston House, has CCTV externally around the site and you may be recorded when you visit. CCTV is there to help provide security and to protect both you and Wiston House. Access to CCTV is limited to authorised staff and viewed as part of our security (e.g. to detect or prevent crime) and footage is only stored temporarily. Unless it is flagged for review, CCTV will be recorded over. Wiston House complies with the Information Commissioner’s Office CCTV Code of Practice, and notices are in place to advise CCTV is in use.
We will only use and store information for as long as it is required for the purposes it was collected for. We continually review what information we hold and delete what is no longer required.
Reasons we share personal data
We share your personal data with your consent or for a legitimate reason as necessary to complete any transaction or provide any product you have requested or authorised. This would include sharing your details on confirmation from you of an event.
Wiston House does not share your personal data with any third party without prior consent.
How to control your personal data
You have the right to request a copy of any information which we hold about you and the right to withdraw consent at any time. If you wish to find out:
• what information we hold about you;
• ask us to correct any mistakes;
• what agreements we have with other organisations for sharing information;
• circumstances where we can pass on your personal information without telling you, for example, to prevent and detect crime or to produce anonymised statistics;
• our instructions to staff on how to collect, use and delete your personal information;
• how we check the information we hold is accurate and up to date; and how to make a complaint.
You can contact us at any time to discuss by emailing DataProtectionOfficer@wiltonpark.org.uk or by calling 01903 815020. A member of our team will contact you to discuss the information we are holding and make any changes required.
Data Protection Officer
West Sussex BN44 3DZ
Tel: 01903 815020
For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner at:
Cheshire SK9 5AF
Phone: +44 (0) 8456 30 60 60 or +44 (0) 1625 54 57 45
Fax: +44 (0) 1625 524510
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