Data Protection – Why we may collect your data
We will collect and process your data, with your consent, for instance when you indicate that you would like further information on something we supply. On these occasions, we will always make clear to which data is necessary in connection with a particular service.
In certain circumstances, we need your personal data to comply with our contractual obligations. If you order items, such as tickets from us for home delivery, we’ll collect your address details in order to make the delivery.
If the law requires us to, we may need to collect and process your data. Eg. We can pass on details of people involved in fraud, theft or other criminal activity affecting the Capesthorne Hall and Estate to law enforcement.
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. As an example we may send you details of forthcoming Wedding Fairs if you have expressed an interest in weddings at Capesthorne Hall. You will have the option to opt in/out of these communications.
When do we collect your personal data?
- When you email us to request information.
- When you visit our websites to download information
- When you book an event with us
- When you book a stay in our accommodation or on the Caravan Park
- When you engage with us on social media
- When you purchase tickets for our events in person or by phone.
- When you supply us with a product or service
- When you enter into a tenancy on our Estate (via our agents at Fisher German)
- When you contact us by any means with queries, complaints etc
- When you enter our prize draws or competitions
- When you choose to complete any surveys we send you
- When you comment on or review us
- When you’ve given a third party permission to share with us the information they hold about you
- We may collect data from publicly available sources (such as Land Registry) when you have given your consent to share information or where the information is made public as a matter of law
- When you visit Capesthorne Hall and Gardens, Caravan Park, Tenants or use our car parks, which have CCTV systems operated for the security of Capesthorne Hall, visitors, tenants and employees. These systems may record your image during your visit
- When you sign up to use our public wifi
What sort of personal data do we collect?
- Your image and vehicle details may be recorded on CCTV when you visit Capesthorne Hall or use our car parks
- If you have a booked an event with us, your name, address, details of the event including supplier contact details for example with weddings plus email and telephone numbers
- Details of your interactions with us online, on the phone or on the estate. For example we may make notes from our conversations with you, details of any complaints or comments you make, web pages you visit and how and when you contact us
- Details of your interests and visiting habits. Including the tickets you purchase, and when you visit us and/or details of your activities when you stay with us
- Details of your visits to our website and which site you came from to ours
- Payment information
- Your comments and reviews
- Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback
How and why do we use your personal data?
The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.
Of course, if you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section below.
Here’s how we may use your personal data and why:
- To process any orders that you make, on the phone or on site. If we don’t collect your personal data, we won’t be able to process your order and comply with our legal obligations. We might keep your details for a reasonable period afterwards in order to fulfil any contractual obligations such as refunds.
- To respond to your queries, refund requests and complaints. Handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding how we can improve our service based on your experience.
- To protect our business and you from fraud and other illegal activities. We may also monitor your browsing activity with us to quickly identify and resolve any problems and protect the integrity of our websites. We’ll do all of this as part of our legitimate interest
- We operate CCTV systems to protect our visitors, buildings, assets, tenants and employees from crime.
If we discover any criminal activity or alleged criminal activity through our use of CCTV, fraud monitoring and suspicious transaction monitoring, we will process this data for the purposes of preventing or detecting unlawful acts. We aim to protect the individuals we interact with from criminal activities.
- With your consent, we may use your personal data, preferences and details of your transactions to keep you informed by email, web, text and telephone about relevant products and services including tailored special offers, discounts, promotions, events, competitions and so on. You may opt out of hearing from us at any time by contacting us.
- To send you relevant, personalised communications by post in relation to updates, offers, services and products. We’ll do this on the basis of our legitimate business interest. You may opt out of hearing from us at any time by contacting us.
- To administer any of our prize draws or competitions that you enter, based on your consent given at the time of entering.
- To comply with our contractual or legal obligations to share data with law enforcement.
- To process your order e.g. to send your tickets for events. Sometimes, we may need to share your details with a third party who is providing a service (such as delivery couriers). Without sharing your personal data, we’d be unable to fulfil your request.
Protecting your personal data
Keeping your data secure is important to us. We will therefore treat your data with the utmost care and take all appropriate steps to protect it.
Access to personal data held on our systems is password-protected.We regularly monitor our system for possible vulnerabilities and attacks.
Retention period for personal data
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.
At the end of that retention period, your data will be deleted.
Who do we share your personal data with?
Should we need to share your data with trusted third parties we would work closely with them to ensure your data is protected and respected at all times.
Here’s the policy we apply to those organisations to keep your data safe and protect your privacy:
- We provide only the information they need to perform their specific services.
- They may only use your data for the exact purposes we specify in our contract with them.
- If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
Examples of the kind of third parties we work with are:
- Our Land Agents
- IT companies who support our website and other business systems
- Operational companies such as delivery couriers
- Google/Facebook to show you products that might interest you while you’re browsing the internet. This is based on either your marketing consent or your acceptance of cookies on our websites. Sharing your data with third parties for their own purposes. We will only do this in very specific circumstances, for example:
- For fraud management, we may share information about fraudulent or potentially fraudulent activity on our premises or systems. This may include sharing data about individuals with law enforcement bodies.
- We may also be required to disclose your personal data to the police or other enforcement, regulatory or Government bodies, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and take the privacy of our customers into consideration.
Your rights over your personal data?
An overview of your rights
You have the right to request:
- Access to the personal data we hold about you, usually free of charge.
- The correction of your personal data when incorrect, out of date or incomplete. For example, when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end (for instance after an event for which you purchased tickets has passed).
- That we stop using your personal data for direct marketing (through either specific, or all channels).
- That we stop any consent-based processing of your personal data after you withdraw that consent.
At any time, you have the right to request a copy of the data Capesthorne Hall holds about you and to have corrected any inaccurate information. Please contact the Data Protection Officer, Capesthorne Hall, Siddington, Macclesfield, Cheshire SK11 9JY. We will explain any reasons for which we are not able to action your request.
Your right to withdraw consent
You have the right to withdraw any previous consent for us to use your personal data at any time.
Where we rely on our legitimate interest
In cases where we are processing your personal data because of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
You have the right to stop the use of your personal data for direct marketing activity through any or all channels.
Checking your identity
How can you stop the use of your personal data for direct marketing?
- Email the Data Protection Officer at email@example.com
- Write to Data Protection Officer, Hall Office, Capesthorne Hall, Siddington, Macclesfield, Cheshire SK11 9JY
Please note that you may continue to receive communications for a short period after changing your preferences until we update our systems.
Contacting the regulator
Should you feel that your data has not been handled correctly, or if 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 calling 0303 123 1113 or visit www.ico.org.uk/concerns (please note that we aren’t responsible for external sites)
If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.
By using our services or providing your personal data to us, you expressly consent to the processing of your personal data by us or on our behalf. You still have the right to ask us not to process your data in certain ways, and if you do so, we will respect your wishes.
Sometimes we’ll need to transfer your personal data between countries to enable us to supply the services you’ve requested. In the ordinary course of business, we may transfer your personal data from your country of residence to ourselves and to third parties located in the UK, or elsewhere.
By dealing with us, you are giving your consent to this overseas use, transfer and disclosure of your personal data outside your country of residence for our ordinary business purposes. This may occur because our information technology storage facilities and servers are located outside your country of residence and could include storage of your personal data on servers in the UK, or elsewhere.
If you have any questions, please contact us:
- Email: firstname.lastname@example.org
- By post to: Data Protection Office, Hall Office, Capesthorne Hall, Siddington, Macclesfield, Cheshire SK11 9JY