Privacy Statement

Cogges Heritage Trust and Cogges Heritage Enterprises

 

Who we are

Cogges Heritage Trust is a charitable Trust (Registered Charity Number: 1141906) and company registered at Companies House committed to ensuring continued public access to Cogges Manor Farm.

Private hire and sales through the Cogges shop are managed through Cogges Heritage Enterprises (Company Number: 08457264), a wholly owned subsidiary of Cogges Heritage Trust.

Address:

Cogges Heritage Trust

Cogges Manor Farm

Church Lane

Witney

OX28 3LA

We are registered as a data controller under the Data Protection Act 1998, and our Data Protection Register number is: ZA076701

 

Data Protection

Cogges Heritage Trust and Cogges Heritage Enterprises take data protection very seriously and are committed to protecting your privacy and security. This policy explains how and why we use your personal data.

We collect information when you visit Cogges or use our website. This helps us to understand how we can make Cogges better for visitors and the local community, improve how we communicate with you, and ensure we’re talking to you about the things that interest you most.

Cogges takes great care to preserve your privacy and safeguard any personal details you provide to us, and we will never exchange or sell your information to another organisation. We stress that you are in control of any data held and are in control of how we use your personal information for marketing and fundraising activities.

You can decide not to receive our communications at any time. If you wish to do so, or have any questions about this privacy policy or how we use your personal data, please contact office@cogges.org.uk or write to Cogges Heritage Trust, Cogges Manor Farm, Church Lane, Witney OX28 3LA

What information do we collect about you?

We collect the personal data that you may volunteer as part of ticket bookings, online purchases, season ticket purchases or donation forms, e-newsletter sign-ups and visitor surveys, etc.

Personal information we collect may include:

  • your name, title, gender and date of birth;
  • postal address, email address and phone number;
  • family and spouse/partner details, relationships to other visitors and/or season ticket holders;
  • current interests and activities.
  • Information required to support weddings and other hires

We will also collect and hold information about any contact you have with us as a visitor, customer or supporter of Cogges Heritage Trust or Cogges Heritage Enterprises, and may consist of details of:

  • ticket purchase and event registration / attendance;
  • online ticket purchases;
  • contact preferences;
  • gift/purchase information, including PayPal/card details where applicable;
  • Gift Aid status;
  • details of correspondence sent to you, or received from you;
  • donor or visitor status (for example current or lapsed season ticket holder);
  • where relevant, selected media coverage or images;
  • any other information provided by yourself at the request of Cogges;
  • Details of wedding books or bookings for other hires

When we ask you to provide your personal information we will let you know why we are asking, and how we will use your data, by directing you towards this notice.

Volunteers and trustees

If you are a volunteer or trustee then we may collect extra information about you (for example, home address, references, details of emergency contacts, medical conditions etc.). This information will be retained for legal and safeguarding reasons.

What we do with your information

Depending on your relationship with Cogges, and the preferences you have indicated, data we hold may be used by us for the following purposes: 

  • To send you promotional, marketing or fundraising information by electronic means or occasionally by post. These types of communications can include:
    • Information on other products, services or events related to Cogges, such as exhibitions, events, or retail offers.
    • News and updates about Cogges, such as via the new season leaflet and marketing or visitor e-newsletters.
    • Information on our appeals or fundraising, including occasional targeted requests to consider giving financial support to Cogges, or to ask you to consider supporting us in other ways.
    • Other relevant communications based upon your relationship with Cogges.
  • To send you surveys, and for market research purposes.
  • Tools may be used to monitor the effectiveness of our communications with you, including email tracking, which records when an e-newsletter from us is opened and/or how many links are clicked within the message. The data from this tracking is generally used in an aggregated and anonymised form.

You can opt out of our communications at any point simply by contacting office@cogges.org.uk

We may be required to send communications in respect of online ticket purchases regardless of your contact preferences. These are essential communications, deemed necessary to fulfil our contractual obligations to you.  This would include season ticket confirmations and notices, event information, renewal reminders and querying returned mail or bounced payments with you.

Website and Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

You can set your browser to not accept cookies; each browser provider will have information on how to do this. In a few cases some of our website features may not function correctly as a result.

We use Google Analytics to help us understand how our website is performing and to collect data about traffic through our website via Google advertising cookies and anonymous identifiers.

You can prevent Google from recording the data generated by the cookie in relation to your use of the site (including your IP address) and from processing this data by downloading and installing the browser plug-in available via the following link:  http://tools.google.com/dlpage/gaoptout

Who we might share your information with

We do not disclose personal data to any third parties or external organisations, other than data processors carrying out work on our behalf.

Any such companies are acting as approved data processors for Cogges, and we retain full responsibility for your personal data. Data processors will act only on our instructions. 

We may occasionally need to transfer your personal information overseas, for instance to a bulk email distributor, e.g. MailChimp. Where this is necessary, this may be to countries or territories around the world.

We are required to ensure any transfers of data will be done securely, in accordance with best practice, and in compliance with the Data Protection Act 1998.

Your data will never be sold or passed to any third party for any other purpose.

How we keep your information secure

We have implemented security procedures, rules and technical measures to protect the personal data that we have under our control from:

  • unauthorised access;
  • improper use or disclosure;
  • unauthorised modification.

All our employees and data processors, who have access to, and are associated with the processing of personal data, are legally obliged to respect the confidentiality of our visitors’ and supporters’ personal data.

How can I access the information about me, and correction of information?

You can ask us if we are keeping any personal data about you and you can also request to receive a copy of that personal data – this is called a Subject Access Request.

To make a Subject Access Request you will need to provide adequate proof of identity such as a copy of your passport, birth certificate or driving licence before your request can be processed.

Please try to be as clear as possible about the information you are seeking.

Once we have received your Subject Access Request and proof of identity, you will receive a response from us within 30 days and you will be able to get copies of any information we hold on you. However, exemptions to disclosure may apply in some circumstances.

Subject Access Requests should be sent to:

The Director

Cogges Heritage Trust

Cogges Manor Farm

Church Lane

Witney

OX28 3LA

Email: director@cogges.org.uk

At any time you may request that we delete or correct your personal information. If you wish to correct any information on you held by Cogges, simply contact office@cogges.org.uk

Changes to our privacy notice

We regularly review our privacy notice, and may make changes time to time. Any changes made will be posted to this page, and will apply from the time we post them. This privacy notice was last changed on 5th April 2018

How to contact us

If you have any comments on our privacy notice, or information we hold about you please contact us:

  • by email to office@cogges.org.uk;
  • or write to us at Cogges Heritage Trust, Cogges Manor Farm, Church Lane, Witney, OX28 3LA.