ESSEX HERITAGE TRUST
For the purpose of the GDPR and the Act, the data controller is Essex Heritage Trust of Cressing Temple, Braintree, Essex, CM77 8PD (tel: 01376 585794) and the nominated representative is the Chairman for the time being of the Trustees of EHT.
EHT will collect and process the following data about you:
Information you give us. You provide various information to us when you engage with us in any way, including, without limitation, as an employee, a potential or actual donor, responding to any of our marketing, completing our application to become a Friend, or volunteering to help us. This information includes, but is not limited to:
Name, address, personal description, gender, date of birth, email address and telephone numbers.
In respect of employees of EHT we also take bank, tax, national insurance and pension details and other information necessary for you being an employee;
In respect of Friends of EHT we take the general information listed above and details of your bank account if you choose to make a standing order:
Information we collect about you. We may also collect other information about you during the course of EHT being involved with you, including information relating to Gift Aid donations;
We do not need your consent to process personal data where we have a legitimate business interest in doing so and/or where we are processing your personal data in order to fulfil an obligation with you.
In the event that any of this personal information is sensitive personal data, or is a special category of data, then unless you are an employee (in which case we have legal grounds to process sensitive data without your consent) we will ask for your consent to processing such data at the time at which it is collected.
You submit information voluntarily, and agree to the use by EHT of the personal data you provide as described in this policy. If you give us personal information about somebody else, such as someone in your care, we will assume you have their permission to do so, and their data will also be subject to this policy.
We use information held about you in the following ways:
Information we collect about you. We will use this information only within the legitimate interests of EHT. These include, but are not limited to, the usual operation of our organisation, the performance of our duties to third parties, our compliance with legal and other regulatory obligations, and our care in our relationship to you.
Disclosure of your information
EHT has the right to share your personal information with any employee, or Trustee, of EHT.
We will only disclose your personal information to third parties if we are under a duty to disclose, or share, your personal data in order to comply with any legal obligation, or to protect the rights, property, or safety of EHT, or others. This includes exchanging information with other persons, companies and organisations for the purposes of compliance with fraud protection and credit risk reduction.
WHERE WE STORE YOUR PERSONAL DATA
The data that we collect from you will not, to the best of our knowledge, information and belief, be transferred to, nor stored at, a destination outside the European Economic Area.
All information you provide to us will be stored, if in hard copy in a locked cabinet, and if electronic on the secure servers of Essex County Council, or those of its hosting provider. The transmission of data via the internet is, unfortunately, not completely secure. We will do our best to secure your data, but we cannot guarantee that, so any transmission via the internet is at your own risk.
We will only retain your personal information for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data, whether we can achieve those purposes through other means, and the applicable legal requirements.
Once we have no further use for it and are no longer legally required to retain your personal data we will destroy it securely.
YOUR RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
Your rights in connection with personal information
Under certain circumstances, you have the right by law to request us to:
- Give you access to your personal information (commonly known as a “data subject access request”). This right enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Correct the personal information that we hold about you. This enables you to have any incomplete, or inaccurate, information we hold about you corrected.
- Erase your personal information. This enables you to ask us to delete, or remove personal information where there is no lawful reason for us continuing to process it.
- Stop processing personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
- Not process your personal data for marketing purposes. Apart from using a picture of your project, the size of the grant, and identifying it as yours, we do not use your data for marketing purposes. We will inform you in advance if we intend to use any of your other data for such use.
- Restrict processing your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy, or the reason for processing it.
No fee usually required.
After 25 May 2018 you will not have to pay a fee of £10 to access your personal information (or to exercise any of your other rights). However, EHT may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, EHT may refuse to comply with the request in such circumstances. In all other circumstances EHT reserves the right to charge a reasonable administration fee in order to comply with your access request.
YOUR RIGHT TO WITHDRAW CONSENT
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Managing Trustee for the time being at our offices. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so by law.