We are Dorfold Hall Events Limited (CRN:11091836) whose registered office is at Dorfold Hall, Nantwich, Cheshire, CW5 8LD (“we”/“us”/“our”) and welcome to our privacy policy.
This privacy notice was last updated on 16th June 2020.
1. Information
We are responsible for certain personal information that we collect and use in respect of our Customers, Guests (in each case as defined below) and users of our website (in each case referred to throughout this privacy policy as being “you”/“your”).
When we collect and use your personal information we are subject to the General Data Protection Regulation, which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal information. It also explains your rights in relation to your personal information and how to contact us or supervisory authorities in the event you have a complaint.
Key terms
It would be helpful to start by explaining some key terms used in this privacy policy:
| “Customer” | means customers and prospective customers of our services or a visitor of Dorfold Hall. |
| “Guests” | means a guest or attendee of a Customer’s event at Dorfold Hall. |
| “personal information” | means any information relating to an identified or identifiable individual. It does not include data where the identity has been removed (anonymous data). |
| “special category personal information” | means personal information revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership, genetic and biometric data and data concerning health, sex life or sexual orientation. |
| “website” | means www.dorfold.com |
Do you need extra help?
If you would like this notice in another format (for example audio, large print, braille) please contact us (see ‘How to contact us’ below).
2. The personal information this Privacy Policy relates to
This privacy policy provides information on the personal information we process relating to Customers, Guests and users of our website. The personal information we collect, how we use it and why we do so may differ depending upon whether you are a Customer, Guest or a user of our website, as explained throughout this privacy policy and in further detail below.
(a) Customers
If you are a Customer, we will need to collect and use your personal information for a variety of different purposes, and the reasons why, and how we do so, is explained throughout this privacy policy.
(b) Personal information provided on behalf of a Guest
There may be instances where we will request, and you will be required to provide us with, personal information that relates to a Guest. In the event that you provide us with personal information on behalf of a Guest, you confirm that:
- you are authorised by that individual to provide such information on their behalf and they have given their express consent for you to do so;
- you shall ensure that this privacy policy is brought to the attention of that third party so that that individual understand how their data will be processed by us; and
- if you provide personal information that relates to a child under the age of 13, you do so only with consent from whomever holds parental responsibility for that child.
We will hold and use the personal information that is provided on the Guest’s behalf in accordance with this privacy policy and data protection laws.
(c) Personal information provided by a Guest
If you are Guest and provide personal information to us directly, we will collect and use such personal information in accordance with this privacy policy.
(d) Users of our website
If you are a user, we will collect and use your personal information for a variety of different purposes, and the reasons why, and how we do so, is explained throughout this privacy policy.
Please note that our website includes links to third-party websites and applications (such as Instagram, Facebook and Twitter) and may also include links to other third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control the websites, plug-ins or applications that our website links to and we are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
3. Personal information we collect about you
(a) The personal information we collect
The personal information that we collect about you depends on whether you are a Customer, Guest or user of our website. This personal information may include the following:
- your name, address and contact details (including e-mail address and telephone number);
- your date of birth;
- identification data including passport and/or driving licence;
- your vehicle registration number;
- your Historic Houses membership number;
- your gender information, if you choose to give this to us;
- your billing information, transaction and payment card information;
- details of any feedback you give us by phone, email, post or via social media;
- information about the services we provide to you;
- Information about how you use our website, IT, communication and other systems; and
- special category personal information (see (b) below).
(b) Special category personal information
We may also collect what is referred to as “special category personal information”. We generally will only collect and use such special category personal information if you are a Customer.
Special category personal information is personal information that is more sensitive and requires extra protection (please contact us or visit the ICO website for more information with respect to special category data (www.ico.org.uk).
The different kinds of special category personal information that we may collect and use depends upon relationship with us and may include:
- religious or philosophical belief;
- health data (such as allergen information and information relating to physical health and/or disability);
- sexual orientation; and/or
- race or ethnicity.
We do not collect any information about political opinions, trade union membership or criminal convictions and offences.
(c) If you fail to provide personal data
This personal information is required to provide services to you. If you do not provide the personal information we ask for, it may delay or prevent us from providing services to you.
4. How your personal information is collected
- from a third party with your consent such as, for example, if you are an Guest, a Customer may provide us with personal information on your behalf.
- from cookies on our website – for more information on our use of cookies, please refer to paragraph 7.
- automated monitoring of our websites.
- CCTV.
5. How and why we use your personal information
The legal bases we may rely on include:
- consent: where you have given us clear consent for us to process your personal information for a specific purpose.
- contract: where our use of your personal information is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract.
- legal obligation: where our use of your personal information is necessary for us to comply with the law (not including contractual obligations).
- legitimate interests : where our use of your personal information is necessary for our legitimate interests or the legitimate interests of a third party (unless there is a good reason to protect your personal information which overrides our legitimate interests).
Further information – the personal information we collect, when and how we use it
For further details on when we collect personal information, what we collect as well as how we use it, please read the following sections (the table is split into categories based on your relationship with us – please review the section of the table which is applicable to you):
| What we use your personal information for: | Our reasons: |
|---|---|
| a) Customers: | |
| To register you as a customer and to process your request for our services | For the performance of our contract with you or to take steps at your request before entering into a contract |
| To process payment and to recover debts due to us | For the performance of our contract with you and necessary to protect our legitimate interests to ensure that we get paid for the services that we have provided. |
| To manage our relationship with you | For the performance of our contract with you. |
| To make suggestions and recommendations to you about goods or services that may be of interest to you for the event | Necessary for our legitimate interests (to develop our products/services and grow our business and to administer and provide you with information relating to pre-sales agreements with our clients) |
| (b) Guests: | |
| To provide you with our guest information packs that include details of and rules relating to the accommodation that you will be staying in. | Necessary for our legitimate interests |
| (c) Users: | |
| To administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) | Necessary for our legitimate interests for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise. Also necessary to comply with a legal obligation |
| To respond to any query which you submit via our ‘contact us’ form | Necessary for our legitimate interests to respond to queries about our business and services. |
| To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you | Necessary for our legitimate interests to study how people use our website, to develop it, to grow our business and to inform our marketing strategy. |
| To use data analytics to improve our website, products/services, marketing, client relationships and experiences | Necessary for our legitimate interests to define types of clients for our products and services, to keep our Website updated and relevant, to develop our business and to inform our marketing strategy. |
The above table does not apply to special category personal information, which we will only process with explicit consent.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
6. Marketing communications
We would like to send you information about news and future events, which may be of interest to you. Where we have your consent or it is in our legitimate interests to do so, we may do this by email.
(b) Third-party marketing
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
(c) Opt-out
If you have previously agreed to being contacted in this way, you can unsubscribe at any time by:
- contacting us (see below: ‘How to contact us’); or
- using the ‘unsubscribe’ link in emails.
For more information on your rights in relation to marketing, see ‘Your rights’ below.
7. Cookies
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.
Please note that Google Analytics uses analytical and performance cookies on or website, over which we have no control. Please refer to their privacy policy here: http://www.google.com/policies/privacy/.
For more information on the cookies we use on our website, please review the following table:
| Cookie Title: | Purpose: |
|---|---|
| _ ga | This cookie registers a unique ID that is used to generate statistical data about how the visitor uses the website and has an expiration of 2 years. This helps us count how many people visit www.dorfold.com by tracking if you’ve visited before. |
| _gat | This cookie is used for throttling requests to Google Analytics. Used to manage the rate at which page view requests are made. |
| _gid | This cookie registers a unique ID that is used to generate statistical data about how the visitor uses the website and has an expiration of 24 hours. This helps us count how many people visit www.dorfold.com by tracking if you’ve visited before. |
| Collect | Used to send data to Google Analytics about the visitor's device and behaviour. Tracks the visitor across devices and marketing channels. |
| frm_form | Formidable Forms (the plugin used for your forms) creates a cookie when an entry is submitted. The cookie saves the ID of the form and the time the entry was submitted. |
You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies (more detailed information about cookie management with specific web browsers can be found at the browsers’ respective websites). However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.
You can delete cookies already stored on your computer however this may results in you being unable to access all or parts of our website.
8. Who we share your personal information with
- third parties we use to help deliver our services to you, for example payment service providers such as iZettle AB (https://www.izettle.com/gb/privacy-policy);
- other third parties we use to help us run our business, for example marketing agencies such as The Rocket Science Group LLC (t/a Mailchimp) (https://mailchimp.com/legal/privacy/) or website hosts;
- our professional advisers.
We may share personal information with law enforcement or other authorities if required by applicable law.
We may also need to share some personal information with other parties, such as potential buyers of some or all of our business or during a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.
We will not share your personal information with any other third party.
9. Transferring your personal information out of the EEA
It is sometimes necessary for us to share your personal information outside the UK and/or European Economic Area (EEA), e.g.:
- with your and our service providers located outside the UK/EEA; and/or
- if you are based outside the UK/EEA;
These transfers are subject to special rules under European and UK data protection law.
Non-UK/EEA countries do not have the same data protection laws as the United Kingdom and EEA. We will, however, ensure the transfer complies with data protection law and all personal information will be secure and to use standard data protection contract clauses that have been approved by the European Commission.
If you would like further information please contact us (see ‘How to contact us’ below).
10. Data retention
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
11. Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
12. Your legal rights
You have the following rights:
| Access: | The right to be provided with a copy of your personal information (the right of access). |
| Rectification: | The right to require us to correct any mistakes in your personal information. |
| To be forgotten: | The right to require us to delete your personal information - in certain situations. |
| Restriction of processing: | The right to require us to restrict processing of your personal information - in certain circumstances, e.g. if you contest the accuracy of the data. |
| Data portability: | The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party - in certain situations. |
| To object: | The right to object:
|
| Not to be subject to automated individual decision making: | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you. |
For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
- email, call or write to us – see below: ‘How to contact us’; and
- let us have enough information to identify you including your full name, address and (if relevant) contract reference number);
- let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
- let us know what right you want to exercise and the information to which your request relates.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
13. How to complain
We hope that we can resolve any query or concern you may raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.
14. Changes to this privacy policy
This privacy notice was published on 16th June 2020 and last updated on 16th June 2020. We may change this privacy notice from time to time – when we do we will inform you via our website or other means of contact such as email.
15. How to contact us
Please contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you.
Our contact details are shown below:
| Name: | Dorfold Hall Events Limited |
| Address: | FAO: Dr Candice Roundell (Data Privacy Manager), Dorfold Hall Events Limited, Dorfold Hall, Nantwich, Cheshire, CW5 8LD |
| Email: | info@dorfold.com |
| Telephone: | +44 (0) 1270 625245 |