Privacy Policy

 

It is important to keep your personal information private and secure, under the General Data Protection Regulation (GDPR) of May 2018. This privacy policy explains how and why we use your personal data, to make sure you stay informed and can be confident about giving us your information.
We will keep this page updated to show you all the things we do with your personal data. This policy applies if you are a visitor or customer of the Company of Merchant Adventurers of the City of York, although the information we hold may vary according to which category you belong to.
A separate data protection policy is kept for the Staff and Membership of the Company of Merchant Adventurers of the City of York.
 

 

Who are “we”?
In this policy, “we” refers to The Company of Merchant Adventurers of the City of York who hold the Merchant Adventurers’ Hall in trust
We administer two charities; The 1944 Trust – charity registration number 235256 and The 1988 Charitable Trust – charity registration number 700792. Company number – RC000137
 

 

What is personal data?
In the UK ‘Personal data’ is defined by UK GDPR as: “’personal data’ means an information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.”
 

 

Collecting personal data
We will only ask you for the information that is necessary to provide you with the service you are contacting us about and to provide the best possible service.
The areas where we may collection information are as follows:
  • Gift Aid:
To claim Gift Aid we ask for a name and address
  • Hiring the Hall:
Name, address, email address, telephone number
Event information and signed agreements between you and the Company of Merchant Adventurers of the City of York
 

 

When we collect your personal data we will ensure:
  • You know why we need the information and have a choice about giving us your personal data.
  • We will only ask for what is necessary to provide a service to you.
  • We will use the data to assist in providing the information you are requesting.
  • We will protect your data and make sure no one has access to it who should not.
  • We will keep your data secure and ensure that the privacy of individuals is protected.
  • We will only keep it for as long as necessary or as required by GDPR.
 

 

Using personal data
The amount and type of personal data we collect depends on why and how you’re contacting or interacting with us, and the service you’re requesting.
  • Gift Aid:
Gift Aid declarations are part of our Gift Aid records and will be kept securely for 6 years.
  • Hiring the Hall:
Name, address, email address, telephone number will be kept for one year from your event taking place.
Event information and signed agreements between you and the Company of Merchant Adventurers of the City of York will be kept for one year from your event taking place.
 

 

Retaining personal data
We will only keep your information and long as is necessary and then we will delete it or destroy it securely.
 

 

Visiting our website and links to other websites
We are the sole owner of the information collected via our website. It does not store or capture personal data of users with general public access. It does not use cookies for the general running of www.merchantshallyork.org website but does use them to enable requested services and to remember choices during the visit. Anonymous information about page visits is collected using Google Analytics.
Our website privacy notice does not cover external websites; we encourage you to read the privacy notices on any other websites you visit.
Our website also lists email addresses for external organisations; we cannot guarantee what will happen to your personal data if you email an external organisation.
 

 

Cookies
By using our website you are consenting to certain types of cookies being placed on your device. These are used for our information so we can see how people look around our site and how you landed on our page in the first instance.
 

 

Emails
Emails that we send to you or you send to us may be retained as a record of contact and your email address stored for future use in accordance with retention schedules.
 

 

Unsolicited contact
You will not receive unsolicited paper or electronic mail as a result of sending us any personal data while using our website, unless you have given permission for us to do so.
 

 

How can you check what we hold?
At any time you may request details of personal information which we hold about you, amend this information or ask for it to be removed. If you would like a copy of the information held on you please write to us at: Merchant Adventurers’ Hall, Fossgate, York, YO1 9XD, call 01904 654818 or email us at en*******@me***************.org
You have the right to opt-out of receiving communications at any time and we provide an ability to do so every time we contact you.