Privacy & Cookie Policy

WISDOM CENTRE, ROMSEY – PRIVACY NOTICE AND COOKIE POLICY

This document is our response to the GDPR, a new European rule about data privacy and regulation. These new rules require that people explicitly opt in to have their email address and other contact details stored and used. We are also required to notify users of our website Cookie Policy. Wisdom Centre Romsey, and our staff are committed to our obligations under this new directive. This document is available in both print and online versions.

1. Your personal data – what is ‘personal data?’ Personal data is personal information which relates to you, a living individual who can be identified by another person or organisation who is in possession of that data or information. Identification can be by contact with the information itself or in conjunction with any other information in the possession of an organisation or person other than yourself. The processing of such personal information is governed by the General Data Protection Regulation (the “GDPR”). The GDPR is a directive in place to protect you, your privacy and your private information from misuse.

2. Who are we? Wisdom Centre is a work of the Congregation of the Daughters of Wisdom (DOW), GB and Ireland. (Registered Charity Number: 234184). Wisdom Centre provides hospitality and catering for individuals and a wide variety of organisations attending away days, quiet days training days, conferences and one to one meetings. We are located at Wisdom Centre, Wisdom House, The Abbey, Romsey SO51 8EL, Phone: 01794 830206, Email: reception@wisdomhouseromsey.co.uk. With your explicit permission, we and our administration colleagues in DOW are able to process your personal data for purposes explicitly agreed by you. Under the “GDPR” Wisdom Centre, Romsey is “the Data Controller,” We, Wisdom Centre are committed to fulfilling our obligation to protect the “Subjects” Privacy. Under the “GDPR” the “Subject” is a living individual whose personal data Wisdom Centre is legally obliged to protect.

3. How do we process your personal data? Wisdom Centre 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. Examples of the relevant purposes might be as follows: –

  • To inform individuals of news, events, activities or services running at Wisdom Centre, Romsey via email, phone or post. When the data subject (you) has agreed we can do this.
  • To provide information on the commercial activities of Wisdom Centre, Romsey such as room hire and catering services to organisations.
  • To administer customer and guest records. We retain group sign-in sheets to enable us to invoice the client’s office for the correct number of participants from their organisation.
  • Fire safety records and site safety. For example, we record car registrations as we occasionally need guests to move their vehicles to enable disabled access, emergency access to a nearby care home and assisted living facility.
  • To fundraise and promote the interests of the charitable work ofWisdom Centre, Romsey, A ministry of the Daughters of Wisdom GB and Ireland.
  •  To manage our employees and volunteers;
  • To maintain our own accounts and records (including the processing of invoices, payment by cash, cheque,credit card and debit card and donations);
  • To share your personal details, where necessary, with colleagues within the administration department of theDaughters of Wisdom to enable the receipt of; and banking of cheques and handling of other payment solutions and associated documentation.
  • To operate the Wisdom Centre website and deliver the services that individuals have requested.
  • To share your contact details with the DOW administration office for the purposes of fulfilling the legal obligations of our accounts department
  • To process gift aid applications if applicable4. What is the legal basis for processing your personal data
  • Explicit consent of the data subject (this is you), so that we can keep you informed about the events and commercial activities of Wisdom Centre, Romsey.
  • Processing is necessary for carrying out our legal obligations in relation to receiving payments and donations.
  • Processing is carried out by Wisdom Centre Romsey and our administration, a not-for-profit body with the aim of providing relevant information on our events and activities to those who have regular contact with us.5. Sharing your personal data: Your personal data will be treated as strictly confidential and will only be shared with other staff of Wisdom Centre and our administration. Your personal data will only be used for purposes connected with Wisdom Centre. The only exemption is where we exceptionally receive a request from a third party with authority to obtain disclosure of personal data, such as Law enforcement or other government and regulatory agencies who wish to check that we are complying with our legal obligations, to investigate an alleged crime, to establish, exercise or defend legal rights. We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable law or regulation.

Other ways we may share your personal data include: Third party organisations that provide financial, legal, data processing or IT services to us. For example, DOW use third parties to support our financial and legal obligations as a registered charity. For example:

  • Registered Auditors. We use a firm of registered auditors to comply with our financial and legal obligations as a charitable organisation.
  • To support our work, we use external providers to help provide, run and manage our internal IT systems. For example, ourselves and our providers use cloud-based software, website maintenance hosting and management, data back-up, security and secure data storage. The systems facilitating some of our IT infrastructure and that of our providers are located on servers in secure data centres which may be outside the UK. Personal data may be stored within this secure infrastructure.
  • To help us keep in touch with our clients and guests we use Mailchimp, a marketing automation platform. MailChimp take your privacy extremely seriously, and never sell lists or email addresses. Mailchimp’s Privacy Notice can be accessed here: https://mailchimp.com/legal/privacy/6. How long do we keep your personal data? We keep data in accordance with the guidance set out in our data retention policy, and in accordance with UK law. Details about retention periods can currently be found in the Record Management Policy of the Daughters of Wisdom GB and Ireland. For details of this policy please contact: the General Manager: Wisdom House, The Abbey, Romsey SO51 8EL, Phone: 01794 830206, or Email: reception@wisdomhouseromsey.co.uk, giving details of your request.7. 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 Wisdom Centre, Romsey holds.
    • The right to request that Wisdom Centre, Romsey correct 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 the Wisdom Centre, Romsey to retain such data.
    • The right to withdraw your consent to the processing at any time
    • 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 Commissioners Office.

8. 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.9. Contact Details: To exercise all relevant rights, queries of complaints please in the first instance contact Wisdom Centre, Romsey: Wisdom Centre, Wisdom House, The Abbey, Romsey SO51 8EL, Phone: 01794 830206, Email: reception@wisdomhouseromsey.co.uk. You can contact the Information Commissioners 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.Changes to this privacy statement: We recognize that transparency is an ongoing responsibility, we will keep this privacy statement under regular review.

 

WISDOM CENTRE, ROMSEY – COOKIE POLICY

Our Cookie Policy is available online at wisdomhouseromsey.co.uk.

i. What Are Cookies:
ii. How We Use Cookies:

 

Cookies are small text files that are placed on your computer, smartphone or other device when you access the internet.

This website, along with many others, uses Cookies.

Cookies let users navigate our site and (where appropriate) enable visible content to fit the needs of visitors. Disabling Cookies compromises the usability of this and other websites.

iii. How to control and delete Cookies: If you want to restrict or block cookies, you can do this through your browser settings. The ‘help’ function within your browser should provide instructions. Alternatively visit www.aboutcookies.org, which contains helpful information on cookies on a variety of browsers. You’ll also find details on how to delete cookies from your computer.

iv. Cookies in emails: We use cookies and similar technologies in some emails. These help us to understand whether you’ve opened an email and how you’ve interacted with it. If you have clicked on any link within the email. The types of cookies we use are:

  • Web beacons: tiny, invisible images placed in emails to tell us whether you’ve opened them (and if so how often), how you interacted with them (for example the time you spent reading the email), which email software and web browser you used, which device you used and your IP address. We also use web beacons to help us display emails in the best format for your device.
  • Link tracking: our emails contain several hyperlinks. When you click on one of these links the Mailchimp logs the click so that we can understand who has clicked through from an email to our website.v.Making choices about cookies: You can set your browser to restrict or reject cookies. These settings will apply to all cookies on websites and emails.vi.The Cookies we set:
  • Account related cookies: If you create an account with us then we will use cookies for the management of the signup process and general administration. These cookies will usually be deleted when you log out however in some cases they may remain afterwards to remember your site preferences when logged out.
  • Login related cookies: We use cookies when you are logged in so that we can remember this fact. This prevents you from having to log in every single time you visit a new page. These cookies are typically removed or cleared when you log out to ensure that you can only access restricted features and areas when logged in.
  • Email newsletters related cookies: This site offers newsletter or email subscription services and cookies may be used to remember if you are already registered and whether to show certain notifications which might only be valid to subscribed/unsubscribed users.
  • Forms related cookies: When you submit data to through a form such as those found on contact pages or comment forms cookies may be set to remember your user details.vii.Third Party Cookies: We also use cookies provided by trusted third parties. We use Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content. For more information on Google Analytics cookies, see the official Google Analytics page.We also use social media buttons and/or plugins on this site that allow you to connect with your social network in various ways. For these to work the following social media sites including: Facebook, Pinterest and Youtube may set cookies through our site which may be used to enhance your profile on their site. For more information see their respective privacy policies.

    We use MailChimp, a trusted marketing automation platform that helps us share email newsletters with clients, customers, and other interested parties. MailChimp analytics provide advanced reporting features. MailChimp uses cookies to track subscriber interaction with our emails and website. For more information see MailChimp’s Privacy Notice.

    Like many websites, our Website is built using WordPress. WordPress and WordPress plugins use cookies in a variety of ways. For instance, WordPress verifies logged in users who comment on news posts.

    Changes to this Cookie Policy: We recognize that keeping up to date with changes to our own and third-party use of Cookies is an ongoing responsibility. We will monitor these changes and keep this policy under regular review.

    More Information: Email: reception@wisdomhouseromsey.co.uk
    (This Privacy Notice and Cookie Policy was last updated on 21st March 2018)

    Copyright © Wisdom Centre, Romsey (2018). All rights reserved.