Privacy

Our commitment to your privacy:

January 2025

Heritage Lincolnshire respects the privacy of our supporters and visitors to our website. This policy sets out how we collect information about those with an interest in the work of our charity, how we use that information and how we ensure that your personal data is held securely.

We have always been careful to protect your information, but this is part of our ongoing commitment to be transparent about how we use your information and keep it safe. This will also give you more clarity over how your information is being managed.

Through our revised privacy notice, we have addressed the new standards introduced by the European data protection law, known as the General Data Protection Regulation (GDPR).

Who are we?

Within this policy references to ‘Heritage Lincolnshire’, ‘the Trust’, ‘we’ or ‘us’ are all to the Heritage Trust of Lincolnshire, which is a registered charity No. 1001463. A non-profit making company limited by guarantee. Registered in England No. 2554738 at The Old School, Heckington, NG34 9RW.

What are our obligations to you in relation to how we process your personal data?

We are required by law to ensure that when processing any of your personal data that it is:

Used lawfully, fairly and in a transparent way.
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those purposes.
Accurate and kept up to date.
Kept in a form which permits you to be identified for only as long as necessary for the purposes we have told you about.
Kept securely.

What personal data will we collect, use and store about you?

Heritage Lincolnshire is a “data controller”. This means that we are required under data protection legislation to notify you of how we will process your personal data. This notice will explain how we collect your personal data, its use, storage, transfer and security. We will also explain what rights you have in relation to how we process your personal data. We may update this notice at any time.

We may collect:

Your name, salutation, addresses, contact numbers, and personal email addresses.
Bank account details if you become a supporter member of Heritage Lincolnshire.
Your opinions and views in relation to engagement as part of funded and consultation projects.
Your demographic information e.g. ethnicity, gender, date of birth etc.

We collect your personal data in connection with specific activities, such as membership requests, feedback forms, donations, newsletter requests, and volunteering. You do not have to disclose information to browse our website, but if you choose to take part in the Trust’s activities, this information may be required to help us to keep you informed.

Some of our project and funding partners require us to collect other demographic data on those benefitting from our charitable work, or those taking part in activities. In these cases, we will collect other information about you such as your date of birth gender and health details. We will always inform you of when this information is required, the reason for collecting such information, and we would only do so with your specific consent and permission.

Personal data of employees, potential employees, trustees and committee members are also collected and held securely by the Trust in order to carry out the proper governance and delivery of our charitable activities and services.

With your consent, we will use your personal data to provide you with information about our work or our activities that you have requested or are expecting.

On other occasions, we may process personal data when we need to do this to fulfil a contract (for example, if you have purchased something from our web shop) or where we are required to do this by law or other regulations.

The Trust also processes your data when it is in our legitimate interests to do this and when these interests do not override your rights. Those legitimate interests include providing you with information on our appeals, projects, campaigns, membership, services, products, fundraising, newsletters, feedback, competitions and other activities and those of other organisations whose aims and objectives align with those of Heritage Lincolnshire.

How do we collect your personal data and use it?

We collect your personal data by a variety of means.

We will also hold information about your details so that we can respect your preferences for being contacted by us.

We collect your personal information in a number of ways:

When you provide it to us directly.
When you provide permission to other organisations to share it with us (including Facebook or Twitter).
When we collect it as you use our websites or apps.
When you have given it to a third party and you have provided permission to pass your information on to us.
From publicly available sources (where possible) to keep your information up to date (e.g. the Post Office’s National Change of Address database).

We combine the information from these sources with the information you provide to us directly.

Communication and marketing

With your consent, we will use your personal data to provide you with information about our work or our activities that you have requested or are expecting.

If you would like to change the way you hear from us or no longer wish to receive direct marketing communications please contact us at htladmin@heritagelincolnshire.org or 01529 461499.

Children

If you are under 18 please ensure you obtain your parent/guardian's consent before sending any personal information to any website or to Heritage Lincolnshire. We do have activities for those under 18 so we may ask your age. Before taking part please ensure you speak to your parent or guardian.

Please note that we will not knowingly market to or accept donations or orders for goods or services from persons aged under 18 years.

As a parent or guardian, we encourage you to be aware of the activities in which your children are participating, both offline and online. If your children voluntarily disclose information, this may encourage unsolicited messages. We suggest that you discourage your child from providing any information without your consent.

Volunteering

When you volunteer with Heritage Lincolnshire, we will keep you up to date with the work that we are doing and the projects and events that you have an opportunity to get involved with. We will also let you know of any changes that might affect you volunteering with us and which you need to be aware of. We will only use this information in relation to your volunteering with us and whilst you remain a volunteer with Heritage Lincolnshire. By agreeing to volunteer with the Trust you are agreeing to us to sending you emails about volunteering and your volunteer role. We will on occasion share your email address with other Heritage Lincolnshire volunteers, for instance in the process of organising an event you have chosen to attend.

Cookies

Heritage Lincolnshire’s website uses cookies, as almost all websites do, to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites.

By granting us permission to use cookies we can:

Make our website work as you'd expect.
Remember your settings during and between visits.
Improve the speed/security of the site.
Allow you to share pages with social networks like Facebook.
Continuously improve our website for you.
Make our marketing more efficient.

You can usually switch cookies off by adjusting your browser settings to stop it from accepting cookies. Doing so, however, will likely limit the functionality of ours and a large proportion of the world's websites as cookies are a standard part of most modern websites.

Funding partners and project delivery

As noted above, Heritage Lincolnshire receives funding from a wide range of sources and fulfils consultation services in line with our charitable purposes for other organisations. The Trust often has a contractual obligation to collect personal information on those participating in funded activities or consultation or engagement a spart of consultancy work. Where this is required, we will always inform you of what data is being collected and which funders it will be shared with, and we will ask your permission to do so. If this information is not provided, we may not be able to make these activities available to you.

As noted above, Heritage Lincolnshire receives funding from a wide range of sources, and the Trust often has a contractual obligation to collect personal information on those participating in funded activities. Where this is required, we will always inform you of what data is being collected and which funders it will be shared with, and we will ask your permission to do so. If this information is not provided, we may not be able to make these activities available to you.

What happens if we need to use your personal data for a new purpose?

We will only use your personal data for the stated purposes, unless we consider that there is a need to use it for another reason and that reason is compatible with the original purpose. However, if we consider that it is necessary and reasonable to use your personal data for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so.

There may be circumstances where we have to process your personal data without your knowledge or consent, where this is required by law and in compliance with the above rules.

Do we need your consent to use sensitive personal data?

If we are using your personal sensitive data in accordance with our written policy to perform our legal obligations or exercise specific rights connected to your employment, in these circumstances we do not need your written consent to use sensitive personal data.

However, in limited circumstances, we may request your written consent to allow us to process your sensitive personal data. For example, your written consent will be required before we instruct a medical practitioner to prepare a medical report. If, it becomes necessary to request your consent to process your sensitive personal data, we will provide you with details of the information that we require and why we need it, so that you can decide whether you wish to provide your consent. It is not a condition of your contract of employment with us that you must agree to any request for consent. Giving consent will always be a decision made by your freewill/choice.

Third party service providers and data security

We only disclose information to third parties or individuals when obliged to by law, for purposes of national security, taxation and criminal investigations and the following:

If you have agreed that we may do so.
When we provide our funders with information on those accessing funded or subsidised activities.
When we use other companies to provide services on our behalf, e.g. processing, mailing or delivering orders, answering customers’ questions about products or services, sending mail and emails, customer analysis, assessment and profiling, when using auditors/advisors or processing credit/debit card payments.
If we receive a complaint about any content you have posted or transmitted to or from one of our sites, to enforce or apply our Terms & Conditions or if we believe that we need to do so to protect and defend the rights, property or personal safety of Heritage Lincolnshire, our websites or our visitors and for other lawful purposes.
We may disclose aggregate statistics about our site visitors, supporters, customers and sales to describe our services and operations to prospective partners, advertisers and other reputable third parties and for other lawful purposes, but these statistics won’t include any personally identifying information.

And, we will never sell or rent your personal information to other organisations.

Third party service providers are only permitted to process your personal data in accordance with our specified instructions. They are also required to take appropriate measures to protect your privacy and personal information. We do not allow your information to be used by the third parties for its own purposes and business activities.

We do not transfer personal data outside the EEA.

How do we ensure your personal data is secure?

We take your privacy and protection of data very seriously. Consequently, we have put in place appropriate security measures to prevent unauthorised use of your personal data. We will notify you and any applicable regulator of any suspected unauthorised use of your personal data.

All processing of personal data collected by Heritage Lincolnshire is undertaken by our staff and held securely within our offices and in our secure digital files.

Examples of our security include, encryption, meaning that information is hidden and cannot be read without certain knowledge, such as a password. In addition, we control access to systems and networks, which allows us to stop people who are not allowed to view your personal information from getting access to it.

Those able to process personal information within the organisation are:

Employed staff
Trustees
Accountants and auditors

How long will we keep your personal data?

We hold your information only as long as necessary for each purpose we use it. This period will normally be for seven years after your last financial contribution or other activity with us, unless we have a good reason to keep your information for a longer period. This is based on any legal, regulatory or business reasons we may have to retain your information.

You have the right to ask us to remove your personal information from our records. We will inform you in writing when we have actioned your request and if we need to refuse you we will give you the reasons why.

Your duty to inform us of any changes

In order that we can ensure that the personal data we hold in relation to you is accurate, it is important that you keep us informed of any changes to that data.

What rights do you have in respect of how we use your personal data?

Subject to legal limitations you have the right to:

Request access to your data: You can ask us to provide a copy of the personal data we hold about you.
Request corrections to be made to your data: If you think that your personal data is incomplete, inaccurate you can ask us to correct it.
Request erasure of your data: If you consider there is no lawful basis for us to continue processing your data you can ask for that data to be deleted or removed.
Object to the processing of your data: If our lawful basis for processing your data relates to a legitimate business interest (or third party interest) you can raise an objection to that interest. You can also object to us using your information for direct marketing purposes.
Request that processing restrictions be put in place: If you believe that your information is being processed without a lawful reason or that the information is incorrect you can request that a freeze/restricting is placed on the processing of the information until your concerns are addressed.
Request a transfer of your personal data: You can ask us to transfer your personal data to a third party.

If you wish to exercise any of the above rights, please contact:

Louise Doyle

htladmin@heritagelincolnshire.org and include PRIVACY REQUEST in your subject line.

Will I have to pay a fee?

You will not be expected to pay a fee to obtain your personal data unless we consider that your request for access to data is unfounded or excessive. In these circumstances we may charge you a reasonable fee or refuse to comply with your request.

Confirmation of identity

Whenever you make a request for access to personal data, we may request specific information to confirm your identity. This is usually done to ensure that we are releasing personal data to the correct person.

Right to withdraw your consent

If we have asked for your written consent to obtain information, you have the right to withdraw your consent at any time. To withdraw your consent please contact Louise Doyle, Office Manager

Once we receive your notice of withdrawal, we will cease processing your data unless we have any other lawful basis on which to continue processing that data.

Important information about this privacy notice

We reserve the right to amend or update this privacy notice at any time. We will provide you with a new notice when we make any updates.

How to make a complaint

To exercise all relevant rights, queries or complaints please in the first instance contact Louise Doyle at

htladmin@heritagelincolnshire.org

Louise Doyle, Office Manager
Heritage Lincolnshire Offices,
The Old School,
Cameron Street,
Heckington,
Lincolnshire,
NG34 9RW

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 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, England.