About Heswall Hall Community Trust
Heswall Hall Community Trust (HHCT) is a UK registered charity responsible for operating, maintaining and developing Heswall Hall as a vibrant and growing all-purpose venue for the benefit of the community.
At HHCT, we are committed to building and maintaining trusting relationships with all visitors to our web site and to Heswall Hall and we are firmly committed to acting in a fair, legal and ethical manner at all times when working with information relating to our customers, hall users, visitors, volunteers and staff.
We want you to know that we value the information you might provide to us from time to time and we will never disclose your personal information to any third party, nor transfer your information to a third party without your express permission for us to do so. This is our promise.
In obtaining, storing, processing and analysing your personal data, we will take all reasonable precautions to protect your privacy and to manage the information in a secure manner at all times, in compliance with the current data protection regulations, including the UK General Data Protection Regulations (GDPR), 2018 and the Privacy and Electronic Communications Regulations (PECR), 2003.
The policy will give you information about:
- Types of personal data we collect
- How we will store and process the data
- How we will ensure your privacy
- Your legal rights relating to your personal data.
Types of personal data we collect
The information in this section also includes details of how we store and process the data relating to each type of data.
Whenever you visit our website or online ticket office, cookies (small pieces of computer code stored on your computer) are used to help ensure these sites provide you with a responsive service each time you use them. This is a normal internet process and does not identify you by name but provides information that helps us to improve our pages and website navigation.
Whenever you visit our website, we use a third-party service called Google Analytics to collect standard Internet log information and details of visitor site behaviour patterns. This information helps us understand where, geographically, our visitors come from and which pages on our website are most frequently visited. This information is processed in a way which does not identify anyone individually, either to us or to Google Analytics.
Public Wi-Fi access at Heswall Hall
As a visitor to Heswall Hall, you can access our guest Wi-Fi network,using a password provided by Heswall Hall. This network is not secure, and you should be careful about how you use it, just as you would in a coffee shop or airport lounge.
When you use our Wi-Fi network, the network equipment (broadband router) may collect data about the equipment you are using and how you are using the network. We have no control over this data or its use by our Internet Service Provider (BT) and we do not analyse or store any of the data collected by the router or by our ISP.
HHCT uses CCTV equipment for security monitoring. Images are stored on our servers and held for a period up to 28 days. In the event of an incident, selected images may be provided to the police under a primary access request, for evidential purposes. If such a request is made, this will be under the supervision of our data controller who will ensure that the transfer is legal and that the video data is fully safeguarded during the transfer.
We send out an events newsletter by email, usually monthly, to a list of individuals who have completed a subscriber form and therefore consented to receiving this mailing via email. Each newsletter includes a link to enable you to unsubscribe at any time.
Our mailing list is held securely in the UK and contains only the following information:
Your name, your email address and your postcode.
The postcode is used only to identify the postcode area (e.g. CH60) in which you live. We use this information to help identify our catchment area for marketing and management reporting purposes. We never pass the postcode data on to third parties.
Our email list and the transmission of our newsletter are maintained and processed by a UK processing company with whom data processing agreement that meets the requirements of the Data Protection Act, the GDPR and the PECR.
Our electronic ticket office
We provide the option to purchase tickets for our events using an electronic ticket office (or box office), hosted by a third party ticket provider with whom we have a date processing agreement. Your data is held securely and the ticketing service and agreement meet the requirements of the Data Protection Act, the GDPR and the PECR.
The process requires only your email address and if you wish, that of any guests and uses this information only to deliver the purchased tickets.
In addition to the email address, we ask you to provide other information to assist us with marketing and management reporting information and we never pass this information to third parties.
We also give you the option to opt-in to our mailing list (please see above) which is entirely optional and is not required for the ticketing process.
Neither we, nor the ticket provider collect, process or store any financial data, or data relating to your debit/credit card, PIN or security code. The financial transaction is processed by a separate processing company and neither Heswall Hall nor the ticket provider have access to any financial information.
Customer relationship management (CRM) system
If you make a sales enquiry, either by completing an enquiry form on our website, by telephone, by email or during a visit to the hall, we will maintain a record of your enquiry and all related transactions, including email and telephone for as long as is necessary to provide you with sales follow-up and customer service. By making the sales enquiry it is assumed that you give consent to the data collection and processing for the limited purpose of following up and concluding the sales enquiry. We do not use this information for email or direct mail marketing purposes unless you give your explicit consent for us to do so.
To facilitate CRM, we use a third-party software provider. A data processing agreement is in place and this and the CRM service meet the requirements of the Data Protection Act, the GDPR and the PECR.
All data held for CRM is fully encrypted both during transit and storage.
We do not pass any of your data on to third-parties accept with your consent and will be limited to potential service providers who may be contracted by you to help deliver your event, for example: catering contractors, florists, disco providers, etc.
If you hire Heswall Hall by telephone, by email or during a visit to the hall, we will maintain a record of your booking including email and telephone for as long as is necessary to provide you with customer service. By making the booking it is assumed that you give consent to the data collection and processing for the limited purpose of following up and concluding your booking. We do not use this information for email or direct mail marketing purposes unless you give your explicit consent for us to do so.
Facebook and other social media
We maintain a number of business pages and community groups on Facebook, Twitter and Instagram. These are open source locations maintained by the social media company concerned and are not within the control or influence of HHCT.
How we will ensure your privacy
The information in this section relates to the security of data covered in the “Types of data we collect section” – please see above.
We will ensure that your data is collected, stored, processed and destroyed with the utmost care and take all appropriate steps to safeguard it from unauthorised use.
HHCT restricts access to your data using appropriate authentication and access privileges provided by our service providers and covered by a data processing agreement. Only specifically authorised trustees, staff and volunteers are given such access privileges.
Trustees, staff and volunteers are given periodic briefings, trainings and reminders relating to the critical importance of privacy and protection of personal data.
If we introduce a new electronic system or change our customer or business processes, we will undertake a data audit and risk assessment.
We never disclose your data to third parties except data processing partners who fully meet the requirements for data security and data protection and contracted agreements.
Your data will only be held for as long as is required for the legitimate purpose for which it was collected – this is called the retention period and deleted at the end of that period.
Your legal rights relating to your personal data
The data is your data and you have a right to know what we hold about you.
You have the legal right to:
- Request access to a copy of all data we hold about you
- Request that any data that is incorrect, or subsequently becomes incorrect, to be corrected by us.
- Change your mind about subscribing to our mailing list; you can withdraw your consent at any time using the link in each events newsletter.
Except where we have a legal or regulatory requirement to keep it, you can also request that your data is delated from our systems.
If you prefer, you can write to us at:
Heswall Hall Community Trust
111 Telegraph Road
Right to make an independent complaint
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by telephone:
You can also register your concerns online at the following address:
In the unlikely event you are resident outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.
If we make any significant changes in the way we treat your personal data, we will make this clear on our website or by notifying you directly.
We may change this privacy notice from time to time and again, we will make this clear on our website or by notifying you directly.