This notice is to tell you about why we need your information and how we will handle it. This notice is for Beaumanor Hall
What information do we need from you?
We need to know the following about you: name, address, contact details and email address.
For wedding ceremonies and events we will also need to know details about your event, wedding or civil partnership ceremony.
In some cases, where you are leading groups of children, we may also need to know your qualifications/certificates and school/academy/college contact details. We will also require an emergency contact if your child books onto one of our holiday club activities.
For activity/residential guests we also hold dietary and medical information relevant to our work and your stay – especially as we can work in remote and inaccessible locations.
Why do we need this?
We need this information so that we are able to send you information about the booking you have made (including tickets) and update you with any relevant changes to your booking. In education groups we will require your school/academy/college contact details to send you relevant forms, guidance and permissions to keep you informed of information relevant to your booking and manage your stay. For outdoor activities & residential stays we will require an emergency contact to ensure we can get hold of the correct person if we need to.
For events, weddings and civil partnership ceremonies we would need to use this information book your ceremony to ensure it is lawful and the correct colleagues are aware of who will attend and for what purpose (i.e. diary bookings/viewings). Please refer to Celebrate in Leicestershire terms of privacy for more information on what lawful data must be kept securely.
If you choose to opt in to marketing updates we will use your email address to keep you informed about the latest offers and deals.
Why are we allowed to process your information?
Data protection law allows us to process your information within certain conditions. In this case we are using your consent and contract agreements as the lawful condition for us to do this. We also need an appropriate lawful reason to process sensitive data. In this case we are processing your sensitive personal data because you have given your consent or signed a contract to use our venue, products or services or because it is necessary in order to safeguard you
Who will we share this with?
Sometimes we need to share your information with others. We will only do this when it is necessary in order to offer you this service, or if we are required to do so by law. We do not plan to share it with anyone else or use it for anything else. When it is necessary, we may disclose your personal information to the following organisations: Newzapp (our email marketing system) and Leicestershire Photo Ltd (our website host).
How will we keep it secure?
We will take all reasonable steps to prevent the loss, misuse or alteration of your personal information. Only the people who need to see your personal information will be allowed access to it. Data is stored securely and password protected. We will not send your information outside of the UK.
How long will we keep it for?
We will only keep this information for as long as necessary or as the law requires.
For general enquiries we will hold onto your information until your query has been answered and you are satisfied with the response received. Once resolved, your query will be held, securely stored on our Outlook system for a maximum of two years. In some cases we may need to keep a record of conversations if there is a legal requirement to do so. We will let you know if this is the case.
For school/academy/college bookings and events (including wedding and conferencing) bookings this would be for a maximum of two years. For marketing purposes we will keep your data for as long as you remain opted-in. You can unsubscribe at any time by using the unsubscribe button contained within the emails you receive or by emailing Beaumanor.firstname.lastname@example.org to request to be removed from promotional emails.
What if something changes?
If the information you have provided changes or your circumstances change, please contact Beaumanor Hall by email on Beaumanor.email@example.com or by phone on 01509 890119. If we need to change something like who we want to share this information with, we will contact you to let you know.
We may, on occasions, use your data to contact you for feedback on your experience so that we may make improvements in the future. This might be in the form of a survey or a friendly feedback email. You are under no obligation to complete these.
What are your rights?
You may request to see a copy of the personal information we hold about you. The law also provides you with other rights regarding your information including some around; correction of inaccurate data, objection to processing, moving your information to somewhere else, and in some cases, getting your information deleted. If you are unhappy with the way your data is being handled or if you need to contact Leicestershire County Council’s Data Protection Officer, please contact the Information Governance Team: firstname.lastname@example.org
If you are not satisfied with any response you may receive from us based on a complaint or concern about your personal information, you then have the option of contacting the Information Commissioners Office to take that complaint further. The Information Commissioners Office does like to see that you have raised a complaint with the Council first and received a response before contacting them. If you do wish to contact them, the address details can be found below:
The Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF
Telephone: 0303 123 1113 (local rate) or 01625 545 745 (national rate)
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