Battlefields Trust Privacy Statement
At the Battlefields Trust we take your privacy and personal data seriously and we are committed to letting you know how we use your personal information and to do so responsibly.
1. Information about you
1.1 We will collect personal information from you when you join our organisation or access our services. This may include your name, title, email address, physical address, telephone numbers, role title and any information about you that you divulge which might assist in preserving, researching or interpreting battlefields.
1.2 We may collect and process contact information about you if you are a battlefield landowner, researcher, media organisation, national or local government officer or a member of an amenity or local society or organisation which can help support our charitable aims to protect, research and present battlefields as educational and historical resources.
2. Our use of your information
2.1 Your personal information will only be used to process your requests, facilitate your membership of the Battlefields Trust (including providing a reminder if it has lapsed), provide you with our services (eg. our quarterly magazine and details of activities, events or meetings, arranging accommodation for Battlefields Trust conferences and associated events), and information relating to such services and other battlefield information we think might interest you. Your request to join the Battlefields Trust will be treated as your consent for us to process your data for the purposes set out in this paragraph.
2.2 Occasionally we may ask you what you think of the Battlefields Trust, the services its provides, or the activity it undertakes to support its charitable aims in order to improve what we do.
2.3 If you are one of our officers or battlefield representatives we may share your information with one of our partner organisations in order to facilitate battlefield preservation, research or interpretation. Your consent for this will be sought when you become an officer or battlefield representative.
2.4 If you are a Trustee, member or supplier of the Battlefields Trust we will process your personal data as necessary to meet the requirements of Charity and Company Law
2.5 If we wish to use your information for any other purpose, we will contact you to seek your consent.
2.6 Processing of the contact infromation of non-members who could assist our charitable aims will be only for those purposes and will be conducted on a legitimate interest basis. You can object to such processing at any time.
3.1 We will take reasonable precautions to prevent the loss, misuse or alteration of information you give us. We may communicate with you by email. Such communications won’t be encrypted and if you would prefer us not to communicate with you in this way, please let us know using the address in para 6.1 below.
3.2 Whilst we endeavour to keep our systems and communications protected against viruses and other harmful effects we cannot bear responsibility for all communications being virus-free.
4.1 We will keep your personal data for as long as you remain a member and thereafter keep only that data necessary to meet the requirements of Company law or other legal purpose. If your membership subscription lapses we will retain all your data until you confirm you no longer wish to be a member or for a further year, whichever is the shorter.
4.2 We will keep Trustee personal data for as long as necessary to comply with Charity and Company law.
4.3 We will keep all other information for as long as it remains current for performing our charitable aims or providing a service requested.
5.2 To opt out of being tracked by Google Analytics across all websites, http://visit http://tools.google.com/dlpage/gaoptout
5.3 We also use MailChimp to contact our members. MailChimp embeds cookies which allow reports to be created about how many people open a contact email and how they interact with it, for example which links they follow from the email. Further details about MailChimp cookies and their use in User Email Campaigns can be found at https://mailchimp.com/legal/cookies/.
5.4 We use MailChimp reports to understand better the issues and topics of interest to our members to improve the messaging we provide.
6. Other information
6.1 At any time you can have the right to be informed about the information we hold about you and the purposes we are using it for. You can ask us to stop or restrict our processing of your information, require us to correct information we hold about you that is wrong or to erase all the information we hold about you. You can also ask for a machine readable copy of your information to provide to other organisations or individuals. If you want us to do any of these things then please email us at firstname.lastname@example.org or write to Battlefields Trust, Kemp House, 152 City Road, London EC1V 2NX .
6.2. The Data Controller is the Battlefields Trust. It’s Chair can be contacted at email@example.com.
6.3 If you are dissatisfied with the way the Battlefields Trust has processed your personal data you should raise your concerns with us. If you are dissatisfied with the way we have handled your complaint you can ask the Information Commissioner to look into the matter. Details about how to do this can be found at https://ico.org.uk/concerns/.