- Hampshire Archives Trust (‘HAT’) understands that your privacy is important to you and that you care about how your personal data is used.
- HAT respects and values the privacy of everyone who visits this website, https://hampshirearchivestrust.co.uk (‘the HAT Website’) and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
Definitions and Interpretation
- In this Policy the following terms shall have the following meanings:
Means any account required to access and/or use certain areas and features of the HAT Website.
- Information about HAT
- The HAT Website is operated by HAT.
- HAT is a registered charity, number 294312.
- HAT’s registered address is c/o Hampshire Record Office, Sussex Street, Winchester SO23 8TH.
- How to Contact HAT, please email email@example.com
- What Does This Policy Cover?
- The HAT Website may contain links to other websites.
- Please note that HAT has no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.
- What Is Personal Data?
- Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
- Personal data is, in simpler terms, any information about you that enables you to be identified.
- Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
- What Are My Rights?
- Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
- The right to access the personal data we hold about you. Part 13 will tell you how to do this.
- The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 15 to find out more.
- The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 15 to find out more.
- The right to restrict (i.e. prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
- The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
- Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
- For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 15.
- It is important that your personal data is kept accurate and up to date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.
- Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
- If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 15.
- Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
- What Data Do You Collect and How?
- How Do You Use My Personal Data?
- With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email and/or telephone and/or text message and/or post with information, news, and offers. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out. We will always obtain your express opt-in consent before sharing your personal data with third parties for marketing purposes and you will be able to opt-out at any time.
- We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 15.
- If need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.
- In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.
- How Long Will You Keep My Personal Data?
- We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected.
- Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
Type of Data
How Long We Keep It
Identity Information including name, title, date of birth, gender.
Identity data will be retained for a minimum period of six years following the date of the most recent contact between you and us, and for a maximum period of seven years following that date.
Contact information including <<insert data collected, e.g. address, email address, telephone number.
Contact information will be retained for a minimum period of six years following the date of the most recent contact between you and us, and for a maximum period of seven years following that date.
Business information including business name, job title, profession.
Business information will be retained for a minimum period of six years following the date of the most recent contact between you and us, and for a maximum period of seven years following that date.
Payment information including confirmation and transaction codes and related information received by payment gateways
Payment information data will be retained for a minimum period of six years following the date of the most recent contact between you and us, and for a maximum period of seven years following that date.
Profile and membership information including preferences and interests, username and password, purchase history etc.
Profile and membership related data will be retained for a minimum period of six years following the date of the most recent contact between you and us, and for a maximum period of seven years following that date
Technical information including IP address, browser type and version, operating system etc.
Technical information will be retained for a minimum period of three years following the date of the most recent contact between you and us, and for a maximum period of four years following that date.
- How and Where Do You Store or Transfer My Personal Data?
- The hosting facilities for our website are situated in the United Kingdom but content such as data back ups may occasionally be hosted in the European Economic Area or the United States. The competent data protection authorities have made an “adequacy decision” with respect to the data protection laws of each of the United States. Transfers to the United States will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the competent data protection authorities, a copy of which you can obtain from ourselves.
- Do You Share My Personal Data?
- We will not share any of your personal data with any third parties for any purposes other than for the hosting and management of our website, although in some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
- Financial transactions relating to our website and services are handled by our payment services providers, including Stripe and Paypal. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers’ privacy policies and practices at their website(s).
- If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 9.
- How Can I Control My Personal Data?
- In addition to your rights under the Data Protection Legislation, set out in Part 5, when you submit personal data via the HAT Website, you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails and/or at the point of providing your details).
- You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.
- Can I Withhold Information?
- You may access certain areas of the HAT Website without providing any personal data at all.
- How Can I Access My Personal Data?
- If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
- All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 15.
- There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
- We will respond to your subject access request within 28 days of receiving it and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request.
- By using the HAT Website, you may also receive certain third-party Cookies on your computer or device. Third-party Cookies are those placed by websites, services, and/or parties other than us. Third-party Cookies are used on the HAT Website.
- In addition to the controls that we provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.
- You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.
- It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.
- How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details [(for the attention of The Secretary):
Email address: firstname.lastname@example.org.
Postal Address: c/o Hampshire Records Office, Sussex Street, Winchester SO23 8TH.