Privacy Notice
This privacy notice will inform you as to how Rosslyn Chapel Trust looks after and deals with your personal data and will tell you about your privacy rights and how the law protects you.
It aims to give you information on how we collect and process your personal data, including any data you may provide through this website when complete the Contact Us form or you sign up to our Mailing List. It is important that you read this privacy notice so that you are fully aware of how and why we are using your data.
This website is not intended for children and we do not knowingly collect data relating to children.
Controller
This privacy notice is issued on behalf of the Rosslyn Chapel Trust (SC161958). Rosslyn Chapel Trust (referred to in this privacy notice as "we", "us", or "our") is the data controller and is responsible for this website.
Contact
If you wish to contact us, our full details are:
Full name of legal entity: Rosslyn Chapel Trust (SC161958)
Name of Data Privacy Manager: Ian Gardner
Email address: director@rosslynchapel.com
Postal address: Rosslyn Chapel, Chapel Loan, Roslin, Midlothian, EH25 9PU
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, although we would always appreciate the opportunity to deal with your concerns first.
The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
- Identity Data includes name, title and date of birth.
- Contact Data includes address, email address and telephone numbers.
- Financial Data includes payment card details.
- Transaction Data includes details about payments from you and other details of services you have obtained from us.
- Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
- Usage Data includes information about how you use our website and services.
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
How we collect your personal data
We use different methods to collect data from and about you including through:
Direct interactions. You may give us your Identity, Contact, Financial, Transaction and Marketing and Communications Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- visit Rosslyn Chapel;
- convert a day admission ticket into an annual pass;
- apply for our products or services;
- send an email to our enquiries address;
- enter a competition, promotion or survey;
- give us some feedback; or
- sign up for our marketing to be sent to you.
Automated technologies or interactions
As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies.
Third parties. We may receive personal data about you from various third parties as follows:
- Contact, Financial and Transaction Data from providers of technical, payment and delivery services.
- Technical Data from analytics providers such as Google based outside the EU.
- Identity, Contact, Financial and Transaction through a partnership with the Landmark Trust in connection with self-catering holiday accommodation at Collegehill House and Rosslyn Castle.
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
How we use your personal data
We have set out below, in the following table, a description of all the ways we plan to use your personal data, and which the lawful basis on which we rely on to do so. Please note that we may process your personal data on more than one lawful basis depending on the specific purpose for which we are using your data.
| Purpose/Activity | Type of Data | Lawful basis for processing including basis of legitimate interest | Retention Period |
|---|---|---|---|
| To provide a service to you or process and deliver your order (including to register you as a visitor to our premises in accordance with our visitor access policies, to deliver your product and manage payments, fees and charges) | Identity, Contact, Financial, Transaction and Marketing and Communications | Performance of a contract with you Necessary for our legitimate interests (to ensure your health and safety whilst on our premises and for our business interests) | 6 Years |
| To use data analytics to improve our website, products/services, marketing, customer relationships and experiences | Technical and Usage | Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy) | 6 Years |
| To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) | Identity, Contact and Technical | Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) Necessary to comply with a legal obligation | 6 Years |
| To enable you to partake in a prize draw, competition or complete a survey | Identity, Contact, Financial, Transaction and Marketing and Communications | Performance of a contract with you Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business) | 6 Years |
| To manage our relationship with you (including notifying you about changes to our terms or privacy policy and asking you to leave feedback or a review or take a survey) | Identity, Contact and Marketing and Communications | Performance of a contract with you Necessary to comply with a legal obligation Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services) | 6 Years |
| To keep our premises secure and to prevent crime (including through the use of CCTV) | Identity and Contact data | Necessary to comply with a legal obligation Necessary for our legitimate interests | 6 Years |
Please note that orders placed through our website are managed by a system known as WooCommerce and payment is managed through a platform called SagePay. Rosslyn Chapel Trust is not responsible for their privacy notices. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Change of Purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Data sharing
We may have to share your personal data with the parties set out below.
- Data processors who provide services to us.
- Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, legal, insurance and accounting services.
- HM Revenue & Customs, regulators and other authorities to whom we are required to report in certain circumstances.
- Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We have taken steps to ensure that any data managed by our data processors is treated securely and in accordance with this Privacy Notice. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We will not share any of the information you provide for any purpose with any third parties for marketing purposes.
Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Data retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, 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 and whether we can achieve those purposes through other means, and the applicable legal requirements.
Your Privacy Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:
- Request access to your personal data (commonly known as a "subject access request").
- Request correction of the personal data that we hold about you.
- Request erasure of your personal data.
- Object to processing of your personal data where we are relying on a legitimate interest.
- Request restriction of processing of your personal data. Request the transfer of your personal data to you or to a third party.
- Withdraw consent at any time where we are relying on consent to process your personal data.
If you wish to exercise any of the rights set out above, please contact us.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). We may also contact you to ask you for further information to clarify your request.
We try to respond to all legitimate requests within one month, although it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Cookies
Our website uses cookies. A cookie is a small file of letters and numbers that we put on your computer if you agree. These cookies allow us to distinguish you from other users of our website, which helps us to provide you with a good experience when you browse our website and also allows us to improve our site. The cookies we use are:
- Strictly necessary cookies. These are required for the operation of our website You must accept these essential cookies to be able to make use of our online systems.
- Analytical cookies. These allow us to recognise and count the number of visitors and to see how visitors move around the site when they are using it. This helps us to improve the way our website works, for example by ensuring that users are finding what they are looking for easily.
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. However, if you use your browser settings to block all cookies (including strictly necessary cookies) you may not be able to access all or parts of our site.
Third Party Links
This website may include links to third party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third party websites, plug-ins and applications and we are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Changes to our Privacy Policy
This privacy policy will be reviewed regularly. It was last updated on 25 May 2018.