We’d like to use your details to keep in touch about things that matter to you.
The privacy and security of your personal information is extremely important to us and the Arkwright Society is committed to protecting it. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information. We’ll only send you information if you agree to receive it and we’ll keep this page updated to show you all the things we do with your personal data.
From May 2018, when the General Data Protection Regulation comes into force, the Arkwright Society has to ensure that its supporters “opt-in” for marketing communications. In line with this we have introduced a new approach, which gives you the choice about how and what we contact you with. You will have to directly give your consent about how we can contact you, choose which messages you receive, and select how you want to receive the communications (email, phone or post).
We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (from 25 May 2018)/UK Data Protection Act and Privacy of Electronic Communication Regulation.
Personal data provided to us will be used for the purpose or purposes outlined in any fair processing notice in a transparent manner at the time of collection or registration where appropriate, in accordance with any preference you express. We will never sell your personal data, and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
2 ABOUT US
Your personal data (i.e. any information which identifies you, or which can be identified as relating to you personally) will be collected and used by the Arkwright Society (charity no. 515526) in England and Cromford Mills Ltd (The Mill Shop, Arkwright’s Café and Wheatcrofts Wharf Café), (Company No: 2913429)
Both the Arkwright Society and Cromford Mills Ltd (together referred to as “The Arkwright Society”) are based at Cromford Mills, Mill Lane, Cromford, Derbyshire, DE4 3RQ. For the purposes of data protection law, The Arkwright Society will be the controller.
3 HOW CAN I CHANGE MY CONTACT PREFERENCES?
We would love to keep in contact, but don’t want to outstay our welcome. We’ll act upon your choice of how you want to receive communications (for example, by email, post or phone). However there are some communications that we need to send. These are essential to fulfil our promises to you as a member, volunteer, donor or buyer of goods. Examples are:
- Transaction messaging, such as Direct Debit schedules, shop purchase confirmations.
- Membership-related mailings such as renewal reminders, Newsletter and notice of our Annual General Meeting.
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact The Arkwright Society by:
- Emailing firstname.lastname@example.org.
- Writing to the Office Manager, The Arkwright Society, Cromford Mills, Mill Lane, Cromford, Derbyshire, DE4 3RQ.
- Telephoning 01629 823256 (Lines open 9am – 5pm).
Any questions you have in relation to this policy or how we use your personal data should be sent to email@example.com or addressed to The Office Manager, The Arkwright Society, Cromford Mills, Mill Lane, Cromford, Derbyshire, DE4 3RQ.
4 WHAT INFORMATION WE COLLECT
Personal data you provide
We collect data you provide to us. This includes information you give when joining or registering, placing an order or communicating with us. For example:
• Personal details (name, date of birth, email, address, telephone etc.) when you join as a member or supporter;
• Financial information (on-line payment information such as credit/debit card or direct debit details, and whether donations are gift-aided. Please see section 9 for more information on payment security); and
• Details of your interests and preferences (such as the ways you support us).
If you purchase The Arkwright Society membership as a gift for someone, join as a family or are the parent of one of our young members, your details will be recorded (as will the recipients) and your relationship to that person will be recorded.
Information created by your involvement with The Arkwright Society
Your activities and involvement with The Arkwright Society will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our activities.
If you decide to donate to us then we will keep records of when and how much you give to a particular cause.
Information from third parties
We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.
Occasionally, we may collect information about certain supporters (e.g. particularly well known or influential people) from public sources. This could include public databases (such as Companies House), news or other media. We don’t do this to everyone, and it is the exception not the rule.
Sensitive personal data
We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about supporters and members. However there are some situations where this will occur (e.g. if you volunteer with us or if you have an accident at one of our sites). If this does occur, we’ll take extra care to ensure your privacy rights are protected.
Accidents or incidents
If an accident or incident occurs on our property, at one of our events or involving one of our staff (including volunteers) then we’ll keep a record of this (which may include personal data and sensitive personal data).
We need to use your personal data to manage your volunteering, from the moment you enquire to the time you decide to stop volunteering.
This could include: contacting you about a role you’ve applied for or we think you might be interested in, expense claims you’ve made, shifts you’ve booked and to recognise your contribution. It could also include information from us about things happening, about your volunteering, including asking for your opinions on your volunteering experience.
If you are a volunteer (whether for specifically The Arkwright Society , or if you are helping us for other reasons - for example you work for another organisation which is running an event with us) then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.
We use the personal data you provide as a member to service your membership. This includes sending renewal information to annual members by mail and email, sending Newsletters and information about our Annual General Meeting.
5 HOW WE USE INFORMATION
We only ever use your personal data with your consent, or where it is necessary in order to:
• Enter into, or perform, a contract with you;
• Comply with a legal duty;
• Protect your vital interests;
• For our own lawful interests, provided your rights don’t override these.
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):
We use personal data to communicate with people, to promote the Arkwright Society and to help with fundraising. This includes keeping you up to date with our news, updates and fundraising information. For further information on this please see Section 6 on Marketing.
We use personal data for administrative purposes (i.e. to carry on our charity and restoration work). This includes:
• receiving donations (e.g. direct debits or gift-aid instructions);
• maintaining databases of our volunteers, members and supporters;
• performing our obligations under membership contracts;
• fulfilling orders for goods or services (whether placed online, over the phone or in person);
• helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this).
Retail Sales and Events Management
Your data will be used to communicate with you throughout the process, including to confirm we’ve received your order and payment, to clarify where we might need more detail to fulfil an order or booking, or to resolve issues that might arise with your order or booking. We may also hold dietary requirements for events.
We carry out research with our members, visitors, staff and volunteers to get feedback on their experience with us. We use this feedback to improve the experiences that we offer and make the Arkwright Society a stronger and more effective organisation. If you choose to take part in research, we’ll tell you when you start what data we will collect, why and how we’ll use it.
Fundraising, donations and legacy pledges
As a charity, we rely on donations and support from others to continue our restoration and regeneration work. From time to time, we will contact members and supporters with fundraising material and communications. This might be about an appeal, a competition we’re running, or to invite you to a special event to find out more about the ways in which you can help to make a difference to specific projects and to our cause.
As with other marketing communications, we’ll only contact you specifically about fundraising if you’ve opted into to receiving marketing from us (and you can, of course, unsubscribe at any time).
If you make a specific donation, we’ll use any personal information you give us to record the nature of the amount of your gift, claim gift aid where you have told us you are eligible and thank you for your gift. If you interact or have a conversation with us, we’ll note anything relevant and store this securely on our systems.
If you’ve told us you’re planning to, or thinking about, leaving us a gift in your will, we’ll use the information you give us to keep a record of this – including the purpose of your gift, if you let us know this. If we have a conversation or interaction with you (or with someone who contacts us in relation to your will, for example your solicitor), we’ll note these interactions throughout your relationship with us, as this helps to ensure your gift is directed as you wanted.
From April 2018, The Arkwright Society will ask its supporters to “opt-in” for most communications. This includes all our marketing communications (the term marketing is broadly defined and, for instance, covers information about the work of the Arkwright Society).
What does ‘marketing’ mean?
Marketing also includes news and information about:
• Our charity, campaigns and restoration work;
• The Arkwright Society benefits and offers;
• Opportunities to get involved, including Volunteering;
• Appeals and fundraising (including donations and also competitions, raffles etc.);
• Our events, activities and those being carried out by our partner organisations e.g. Derwent Valley Mills World Heritage Site;
• Products, services and offers (our own, and those of third parties which may interest you);
• Leaving a legacy;
Members Newsletters are provided as a benefit to our members. We send these out to all our members (unless you specifically ask us not to) and you can choose to unsubscribe from general marketing communications without giving up your subscription to the Members Newsletter. However, please be aware that Member Newsletters do include news about events and fundraising information.
7 DISCLOSING AND SHARING DATA
We will never sell your personal data. If you have opted-in to marketing, we may contact you with information about our partners, or third party products and services, but these communications will always come from The Arkwright Society and are usually incorporated into our own marketing materials
Occasionally, where we partner with other organisations, we may also share information with them (for example, if you register to attend an event being jointly organised by us and another charity). We’ll only share information when necessary.
8 YOUNG PEOPLE
If your child enters a competition and is one of the lucky winners or runners-up, we’ll publish their name and winning entry alongside the other winners.
Parental permission: If your child is under 18 then we’ll need permission from you as their parent or guardian for them to enter one of our competitions or to share a picture, photo or story with us.
Membership of Arkwright the Duck Club
Youth membership is available to everyone under the age of 18, which can be purchased for under 18s by an adult. We take great care to protect and respect the rights of individuals in relation to their personal data, especially in the case of children. If your child is under 18, we’ll only use his or her personal data with your consent and we won’t use young people’s personal data for marketing purposes.
If a youth member turns 19 and wishes to join the Arkwright Society as an adult, some of the personal data we hold about that individual (e.g. youth membership history) will be carried over to their member profile.
Marketing and fundraising
We won’t send marketing emails, letters, calls or messages to under 18 year-olds and, in order to donate to the Arkwright Society or order things from us online, you need to be an adult.
9 HOW WE PROTECT DATA
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our staff receive data protection guidance and we have a set of data protection procedures which personnel are required to follow when handling personal data.
All electronic Arkwright Society forms that request financial data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers.
If you use a credit card to donate, purchase a membership or purchase something on-line we will pass your credit card details securely to our payment provider (SagePay/Elavon). The Arkwright Society complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council, and will never store card details.
Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
Part of our site has CCTV and you may be recorded when you visit them. CCTV is there to help provide security and to protect both you and the Arkwright Society. CCTV will only be viewed when necessary (e.g. to detect or prevent crime) and footage is only stored temporarily. Unless it is flagged for review CCTV will be recorded over.
The Arkwright Society complies with the Information Commissioner’s Office CCTV Code of Practice, and we put up notices so you know when CCTV is in use.
Where we store information
The Arkwright Society’s operations are based in the UK and we store our data within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, but we’ll only allow them to do if your data is adequately protected.
For example, some of our systems use Microsoft products. As a US company, it may be that using their products result in personal data being transferred to or accessible from the US. However, we’ll allow this as we are certain personal data will still be adequately protected (as Microsoft is certified under the USA’s Privacy Shield scheme). We also use Mail Chimp and Google Analytics.
How long we store information
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. For example, if you ask us not to send you marketing emails, we will stop storing your emails for marketing purposes (though we’ll keep a record of your preference not to be emailed).
We continually review what information we hold and delete what is no longer required. We never store payment card information.
11 COOKIES AND LINKS TO OTHER SITES
Our website uses local storage (such as cookies) to provide you with the best possible experience and to allow you to make use of certain functionality (such as being able to shop online). Further information can be found at www.cromfordmills.org.uk.
Links to other sites
Our website contains hyperlinks to other websites. We are not responsible for the content or functionality of any of those external websites (but please let us know if a link is not working by using the 'Contact us' link).
When purchasing goods or services from any of the businesses that our site links to, you will be entering into a contract with them (agreeing to their terms and conditions) and not with The Arkwright Society.
12 KEEPING YOU IN CONTROL
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- The right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);
- The right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
- The right to have inaccurate data rectified;
- The right to object to your data being used for marketing or profiling; and
- Where technically feasible, you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you would like further information on your rights or wish to exercise them, please write to the Office Manager at The Arkwright Society, Cromford Mills, Mill Lane, Cromford, Derbyshire, DE4 3RQ, or email firstname.lastname@example.org.
You can complain to The Arkwright Society directly by contacting the Office Manger using the details set out above. If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk.