Privacy policy.
About this policy
This privacy notice sets out the way we process your information and details our privacy and fair processing policy. We will always refer to this page when we ask you for your consent. We will keep this page updated to show you all the things we do with your personal information so that you can be confident when sharing your information with us that it will be only used for what we say here.
Personal data
Personal information is information that can be used to identify you. It can include your name, date of birth, email address, postal address, telephone number, credit/debit card details, as well as demographic information, and opinions or comments. We only collect the personal data that we need, for example in connection to registering for updates, and this may have been provided when completing online forms, or via discussion social media.
How we use information
Your activities and involvement with us will result in personal data being created. For example, when you register to receive e-communications, make a donation to us, or otherwise give us personal information.
Personal data provided to us will be used for the purposes outlined at the time of collection or registration in accordance with the preferences you express.
Personal data collected and processed by us may be used for the following purposes:
Administrative purposes
Fulfilment of orders for goods and services requested
Administration of donations and legacies
Communications about our conservation, membership, fundraising and other activities that we think may be of interest to you
Research and statistical analysis on information about your interests and involvement with our work in order to:
Improve our understanding of the things that we do that are of most interest to you, and to develop better ways to serve you
Improve our website to ensure that content is presented in the most effective manner for you and your device.
We never sell your data and your personal data is not shared with third parties or used in any other way (other than described in this policy or as required by law) unless you agree.
How we collect and use anonymous, non-personal data
You can browse the Urgyen House website without telling us who you are or revealing any personal information about yourself or your location. The websites collect some anonymous information about you automatically as you move through the site.
We use Google Analytics to collect information about site usage and performance. We use this data to inform:
The development of our service (for example, we like to know which browsers most of our visitors are using).
The information collected automatically in this way does not contain anything that can identify you personally. It provides data about what users do on the site, but not who they are.
With regard to each of your visits to our website, we may automatically collect the following information:
Technical information, including the Internet protocol (IP) address used to connect your device to the Internet, browser type and version, time zone setting, operating system and platform
Information about your visit, including, for example, the referral site (e.g. social media channel), date and time, news or exhibitions you viewed or searched for, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs)
Our work with third parties, including, for example, payment services, analytics providers, search information providers, means that we may receive information about you from them.
Marketing Permissions
The Uddiyana Trust always acts upon your choices around what type of communications you want to receive and how you want to receive them. However, there are some communications that need to happen regardless of your marketing preferences.
These are what we would describe as essential communications to fulfil our promises to you as a member or buyer of goods or services from the Museum. Examples of this type of communication would be:
Transaction notification messaging, such as Direct Debit confirmation
Membership related mailings such as your annual Donor Report mailing.
Your privacy matters to us, and you are always in control of how we communicate with you. You can update your choices by contacting us at the address below.
If you have chosen to hear from us, we may send you information about what is most relevant to you or about topics that you have told us you are most interested in.
Fundraising, donations and legacy pledges
Where we have your permission, we may invite you to support our development and conservation work by making a donation, or getting involved in fundraising activities or events, or by leaving a gift to the Uddiyana Trust in your will.
Occasionally, we may invite some supporters to attend special events to find out more about the ways in which their support can make a difference to specific projects and to our cause. We’ll also send you updates on the impact that you make by supporting us in this way, unless you tell us not to.
If you make a donation, we’ll use any personal information you give us to record the nature and amount of your gift, claim gift aid where you’ve told us you’re 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.
E-newsletters
You can unsubscribe from Urgyen House e-newsletters at any time. Just click on the ‘unsubscribe’ link in the email. It appears on every e-newsletter we send out.
Retention
We hold your information only as long as necessary for each purpose we use it. We evaluate the personal data collected by us to determine whether it is current and still needs to be held. Subject to any legal retention requirements, e.g. VAT regulations require appropriate financial records to be retained for six years, you may notify us if you no longer wish your data to be held by the Uddiyana Trust. You may also request details of your personal data held by the Uddiyana Trust. For guidance on submitting individual requests for information, please see ‘Accessing and updating your personal data and preferences’ below.
Security
Once you submit information to us you are no longer anonymous. Any personal information that you choose to give to us will be transferred and stored on secure local servers in a safe, confidential and secure environment.
You are advised that the Internet is not a secure medium. The Uddiyana Trust will use reasonable endeavours to keep your information confidential. Internal procedures cover the storage access and disclosure of your information.
The Uddiyana Trust cannot guarantee the security of any information you transmit to us and you do so at your own risk. When we collect your personal information we use strict procedures and security features to prevent unauthorised access.
Payment details (such as card number and expiry date) go through a secure server operated by the Uddiyana Trust’s Payment Service Provider and to which the Uddiyana Trust does not have direct access. This means that when you input card data into the payment page, you are communicating directly with the payment service provider and the service provider passes your payment to us, this means that your payment card information is handled by the payment service provider and not processed or held by us.
You are advised to log out after completing any online transactions.
Disclosure
The Uddiyana Trust may disclose personal data if required to do so by the police, or any other regulatory or government authority investigating suspected illegal activities, or may do so to protect or defend the rights or property of the Uddiyana Trust or to protect the personal safety of the Uddiyana Trust employees or the public at large.
Cookies
Information about how we use cookies can be found in our Cookies Policy.
Job applicants, volunteers, current and former employees
In order to comply with our contractual, statutory, and management obligations and responsibilities, we process personal data, including ‘sensitive’ personal data, from job applicants and employees.
If you apply to work at the Uddiyana Trust we will use the information you supply to process your application and to monitor recruitment statistics. Personal data such as references, emergency contacts, medical conditions will be retained for legal or contractual reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.
Where we want to disclose information to a third party, for example where we want to take up a reference, or obtain a ‘disclosure’ from the Criminal Records Bureau, we will not do so without informing you beforehand unless the disclosure is required or otherwise permitted by law.
Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed. We may retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals will be identifiable from that data.
Once you have taken up employment with us we will compile a file relating to your employment. The information contained in this will be kept secure and will be used for purposes relevant to your employment. Once your employment has ended, we will retain the file in accordance with the requirements of our retention schedule.
Accessing and updating your personal data and preferences
You can ask us what information we hold about you by contacting us. A copy will be sent to you as soon as possible but this will not be later than 40 days after your request.
Please keep your information up-to-date by letting us know of any changes to your details, or changes you would like made to your marketing preferences.
Urgyen House. Adhisthana, Coddington Court, Coddington, Ledbury HR8 1JL, Herefordshire, UK
info@urgyenhouse.org