Finlaystone Estate Privacy Policy

The privacy and security of your personal information is extremely important to us. 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’ll keep this page updated to show you all the things we do with your personal data. This policy applies if you’re a supporter of Finlaystone Estate (member, donor, volunteer, tenant, customer, employee) or use any of our services, visit our website, use our mobile app, email, call or write to us.

We’ll never sell your personal data and will only share it with organisations we work with when it’s necessary and the privacy and security of your data is assured.

What personal data do we collect?

Your personal data (any information which identifies you, or which can be identified as relating to you personally for example, name, address, phone number, email address) will be collected and used by us. We’ll only collect the personal data that we need.

We collect personal data in connection with specific activities such as membership requests, placing an order, volunteering, employment etc.

You can give us your personal data by filling in forms on our website or hardcopy or by corresponding with us (by phone, email) or buying something from us.

This personal data you give us may include name, title, address, date of birth, age, gender, employment status, demographic information, email address, telephone numbers.

Children’s personal data

Children aged under 18 are included on family memberships and are members of Finlaystone Estate. We collect their names and dates of birth to ensure their right to free admission at our places. We don’t ask children on family memberships for consent to marketing communications, so they don’t receive them.

How we use your personal data

We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (from 25 May 2018)/UK Data Protection Act and Privacy of Electronic Communication Regulation.

Personal data provided to us will be used for the purpose or purposes outlined in any fair processing notice in a transparent manner at the time of collection or registration where appropriate, in accordance with any preferences you express. If asked by the police, or any other regulatory or government authority investigating suspected illegal activities, we may need to provide your personal data.

Below are the main uses of your data which depend on the nature of our relationship with you and how you interact with our various services, websites and activities.

Marketing communications 

We may send you information on Finlaystone Estate such as forthcoming events and activities.

We’ll only send these to you if you agree to receive them and we will never share your information with anyone else. If you agree to receive marketing information from us you can change your mind at a later date.

However, if you tell us you don’t want to receive marketing communications, then you may not hear about events or other things we do that may be of interest to you.

Management of volunteers 

We need to use your personal data to manage your volunteering, from the moment you enquire to the time you decide to stop volunteering with us.

Retail sales, holiday rental and events management 

We process customer data in order to fulfil holiday bookings and retail activities. Your data will be used to communicate with you throughout the process, including to confirm we’ve received your order and payment, or to resolve issues that might arise with your order or booking.

Recruitment and employment 

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.

To meet the employment contract, we are required to transfer an employee’s personal data to third parties, for example, to pension providers and HM Revenue & Customs.

In order to fulfil our statutory responsibilities, we’re required to give some of an employee’s personal data to government departments or agencies e.g. provision of salary and tax data to HM Revenue & Customs.