Patterdale Hall Estate Ltd – Privacy Policy – November 2019

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by General Data Protection Regulation (the ‘GDPR’).

Data Controller

Patterdale Hall Estate Ltd is the data controller. This means it decides how your personal data is processed and for what purposes. Patterdale Hall Estate Ltd may change this policy from time to time and any such changes will be published on our website. Notwithstanding any change to this policy, we will continue to process your personal data in accordance with your rights and our obligations in law.

How do we process your personal data?

We collect data necessary for Patterdale Hall Estate Ltd to pursue its stated business objectives, and by running offers, keeping our customers informed of our activities, marketing, fundraising and the effective running of Patterdale Hall Estate Ltd through its staff, trustees and volunteers.

Patterdale Hall Estate Ltd complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

In furtherance of this we use your personal data, which includes but is not limited to the following purposes: –

  • to administer guest records;
  • to maintain our financial accounts and records (including the processing of gift aid);
  • to provide news and information about events, activities and services at Patterdale Hall Estate Ltd;
  • to fundraise and promote the interests of Patterdale Hall Estate Ltd;
  • to manage employees and volunteers;
  • to enable Patterdale Hall Estate Ltd to provide voluntary services for the benefit of the conservation of the estate and surrounding area;
  • Safeguarding casework and safer recruitment work;
  • Fulfilling obligations under Health & Safety legislation;
  • Conference/events management;
  • Issuing and arranging the distribution of publications, mailings and newsletters;
  • Enabling people to participate in campaigns/allowing the administration of campaigns;
  • Communication with existing/new/potential supporters of Patterdale Hall Estate Ltd about enquiries relating to giving to/fundraising on behalf and promoting the interests of Patterdale Hall Estate Ltd;
  • To respond to general enquiries.

Data collected and processed may include, but not be limited to:

  • name and job title
  • contact information including email address
  • demographic information such as postcode
  • Sensitive data may be collected where necessary for safeguarding purposes, or for employment purposes, or where required by law. Article 9 GDPR defines sensitive data as information about an individual’s race, ethnic origin, politics, religion, trade union membership, genetics, biometrics (where used for ID purposes), health, sex life, or sexual orientation.

What is the legal basis for processing your personal data?

Organisations are permitted to process data if they have a legal basis for doing so. Patterdale Hall Estate Ltd processes data on the basis that:

  • Patterdale Hall Estate Ltd has a legitimate interest to process data; and/or
  • Express and informed consent has been given by the person whose data is being processed; and/or
  • It is necessary in relation to a contract or agreement which the person has entered into or because the person has asked for something to be done so they can enter into a contract or agreement; and/or
  • There is a legal obligation on Patterdale Hall Estate Ltd to process data; and/or
  • Processing is necessary to protect the vital interests of a data subject or another person (in accordance with safeguarding policy and practice).

Where we process special category sensitive data (under Article 9 of the GDPR) we process data on the basis that:

  • Explicit consent has been given by the person whose data is being processed; and/or
  • It is necessary for Patterdale Hall Estate Ltd to carrying out its obligations under employment, social security or social protection law, or a collective agreement; and/or
  • Processing is necessary to protect the vital interests of a data subject or another individual where the data subject is physically or legally incapable of giving consent; (in accordance with safeguarding policy and practice); and/or

Sharing your personal data

Your data will not be shared outside of Patterdale Hall Estate Ltd, except where required to do so by law, or with trusted third parties where necessary to communicate with our members, office holders and volunteers (such as mailing companies for postal communications or through small email campaigns or newsletters), and only once satisfied that any such use of data will accord with this policy. Explicit, informed consent will be sought from individuals whenever and wherever required in accordance with data protection legislation.

Security

We are 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 data we process.  Users of our web-based applications are responsible for keeping passwords confidential. We will only ask users for passwords for IT support purposes.

We regularly review the data we hold and securely delete any personal data that is no longer necessary for us to process.

Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –

  • The right to request a copy of your personal data which Patterdale Hall Estate Ltd holds about you (a Subject Access Request or ‘SAR’);;
  • The right to request that Patterdale Hall Estate Ltd corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for Patterdale Hall Estate Ltd to retain such data. (Records will remain in skeleton, to ensure no further contact in future);
  • The right to withdraw your consent to the processing at any time
  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
  • The right to lodge a complaint with the Information Commissioner’s Office.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Data Protection Officer at dataprotection@ymcanorthtyneside.org or Data Protection, YMCA North Tyneside, Church Way, North Shields. NE29 0AB.

You can contact the Information Commissioner’s Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.