PURPOSE OF POLICY
We are committed to protecting your personal information and being transparent about what information we hold about you. Using personal information allows us to develop a better understanding of our patrons and in turn to provide you with relevant and timely information about the work that we do. As a charity, it also helps us to engage with potential donors and supporters.
If you apply for a job with, volunteer with, or are employed by The Piece Hall Trust or Piece Hall Enterprises, information provided by you is collected for the purposes of processing your application for employment, and/or for maintaining up to date records and processing payroll.
We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:
What information we may collect about you
How we may use that information
In what situations we may disclose your details to third parties
Information about how we keep your personal information secure, how we maintain it and your rights to be able to access it.
If you have any queries about this policy, please contact the Data Protection Officer at The Piece Hall Trust by email: firstname.lastname@example.org
WHO WE ARE
The Piece Hall Trust (registered in England & Wales, number 08906735) and Piece Hall Enterprises (registered in England & Wales, number 09761837) look after your data.
We collect various types of information in a number of ways:
Information you give us
For example when you register on our website, buy tickets or make a donation, we’ll store personal information you give us such as your name, email address, postal address, phone number and card details. We will also store a record of your purchases and donations.
Information about your interactions with us
For example, when you visit our website, we collect information about how you interact with our content and ads. When we send you an email we store a record of this, and keep a record of which ones you have opened and which links you have clicked on.
Sensitive personal data
Data Protection law recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions. We do not normally collect this type of information about our patrons unless there is a clear reason for doing so, for example when you book for certain events or participate in some activities, or when you apply for a job. As with all the personal information we hold, sensitive information is held securely and restricted to those who need to use it. We will delete sensitive information when we no longer need it.
HOW WILL WE USE THE INFORMATION ABOUT YOU
We will use your personal information (including your name, contact details and record of ticket purchases) to fulfil your orders, provide customer service and analysis. We may share your personal information with other organisations strictly for these purposes. We will not otherwise share your personal information with third party organisations except as described below. We do not sell, rent or trade your personal information to third parties without your consent.
When you register for a user account on our website you can choose whether you would like to receive marketing communications from The Piece Hall Trust by email or post by ticking the relevant checkbox. Once you have a user account, you can manage your preference at any time in the personal page configuration area. We will not contact you for marketing purposes unless one of these boxes is ticked. We will include opt-out instructions in any marketing communications you receive from us. If you have opted out of marketing communications, we may still get in touch with you. For example, we may email you to give you important information about the events you’ve booked or to tell you about any changes.
OTHER PROCESSING ACTIVITIES
You may be included in our market research even if you have opted out of marketing communications. You will be given the opportunity to opt out in any message you receive from us.
We may use profiling techniques or third party wealth screening and insight companies to provide us with information about you that will help us to communicate in a relevant way with you, in particular when we are approaching you about potential philanthropic support. Such information is compiled using publicly available data about you.
In all of the above cases we will always keep your rights and interests at the forefront. You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details at the end of this policy. Please bear in mind that if you object this may affect our ability to carry out the tasks above that are for your benefit.
There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:
To the subsidiaries described above when it is necessary for them to be able to provide you with products or services that you’ve requested.
To our own service providers who process data on our behalf and on our instructions (for example our ticketing system software provider). In these cases we require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. Parties we may share your data with include:
Where we are under a duty to disclose your personal information in order to comply with any legal obligations (for example to government bodies and law enforcement agencies).
To specific named visiting companies whose performances you have attended. In these cases we will always ask for your explicit consent before doing so. We will not share sensitive information or your payment details. If we give your data to another company that you’ve opted in to receive information from, we cannot remove you from their mailing list. To opt in or out of marketing communications from another company, please get in touch with them directly. They should always provide instruction for opting out in any marketing communications you receive.
Third party links to purchases of tickets to Piece Hall Trust events will 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 and are not responsible for their privacy statements.
Cookies are very small text files that are stored on your computer when you visit some websites.
You can disable any cookies already stored on your computer, but these may stop our website from functioning properly.
This website will:
Track the pages you visit via Google Analytics
This website will not:
Share any personal information with third parties
For further information visit www.aboutcookies.org or www.allaboutcookies.org
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. Remember, however, that some of our website features may not function as a result.
DEBIT AND CREDIT CARD INFORMATION
If you use your credit or debit card to purchase from us or to make a donation, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS).
The information provided by you is collected for the purposes of processing your application for employment. We need to collect this information in order to assess your application against the Role Profile for the job. Application forms are used to determine who to interview for any advertised position. If you are successful in your application and are subsequently offered a position in the organisation, the data collected will be used to carry out pre-employment checks and ensure your suitability for the position as well as ensuring you have appropriate support in the workplace through a Declaration of Health. The data will then be transferred to your personnel file. This information will be kept for a period of two years for unsuccessful applicants. For successful applicants, the information will be kept for a period of your employment with us plus seven years or until such time as the data is reviewed by us or removed at your request. Information is only shared between departments or organisations that require it specifically to carry out a task directly related to your employment or application.
Your name, contact details, Declaration of Health form and eligibility are held on our system to maintain up to date employee records. Your bank details are held to enable payroll payments. Information is only shared between departments or organisations that require it specifically to carry out a task directly related to your employment (e.g. Occupational Health, payroll or pension providers).
Certain employee or volunteer roles may require a check from the Disclosure and Barring Service to ensure that the role holders are suitable to work with vulnerable groups or have access to certain information. In this case, you will be asked to complete an online form for checking by the DBS, and the reason for checking and what happens to your information will be clearly explained to you.
The Piece Hall Trust uses closed circuit television (CCTV) images to provide a safe and secure environment for employees and for visitors and to protect The Piece Hall.
Cameras are located at strategic points throughout The Piece Hall. No camera is directed on toilets, shower facilities or changing rooms.
Appropriate signs are prominently displayed so that employees, customers and other visitors are aware they are entering an area covered by CCTV.
Images are recorded in constant real-time (24 hours a day throughout the year). As the recording system records digital images, any CCTV images that are held on the hard drive of a PC or server are deleted and overwritten on a recycling basis and, in any event, are not held for more than six months. Once a hard drive has reached the end of its use, it will be erased prior to disposal.
Images that are stored on, or transferred on to, removable media such as CDs are kept safely and securely and are erased or destroyed once the purpose of the recording is no longer relevant. In normal circumstances, this will be a period of no more than one year. However, where a law enforcement agency is investigating a crime, images may need to be retained for a longer period.
ACCESS TO YOUR INFORMATION AND CORRECTION
You have the right to request a copy of the information that we hold about you, to correct data that we hold about you that is inaccurate and to ask for the data we hold about you to be erased from our records.
You can request to see the data held about you at any time by contacting the organisation at their registered office:
The Piece Hall Trust or Piece Hall Enterprises, The Piece Hall, Blackledge, Halifax, HX1 1RE
An administration fee of no more than £10 will be payable.
CCTV access requests
The above also applies to requests to access personal data held on the Trust’s CCTV system. You can request to see CCTV data containing your image at any time by contacting the Trust at the above address, and if the request is valid and permissible, it will be followed up.
You will be asked to complete a request for access to information form, which for CCTV will ask for details to help us to find the images on our system and establish your identity as the person in the pictures. An administration fee of no more than £10 will be payable, and The Piece Hall Trust will respond within twenty days of the request for CCTV data being received.
If other people are identifiable in the CCTV pictures you have requested, then the images would be considered personal information and it is likely they would be exempt from the Freedom of Information Act, and unfortunately the data would not be provided to you in these circumstances.
HOW TO CONTACT US
By email: email our Data Protection Officer Caroline Bate on email@example.com
Or write to us at: The Piece Hall Trust, The Piece Hall, Blackledge Halifax, HX1 1RE