Privacy and Data Protection Policy
This privacy notice explains how and why Northern Viaduct Trust Ltd (NVT) processes your personal data under the General Data Protection Regulations (GDPR) and the Data Protection Act 2018.
We collect information about subscribers, visitors, supporters, donors, website visitors, volunteers and other stakeholders. We do this in both digital and paper formats.
In addition we also collect details automatically about the pages you visit on our website. Please see our Cookies policy below for more information.
In choosing to share your personal information with us, you will be agreeing to our collection and use of your information as described in this policy.
We use the information you share with us to:
- Make sure you receive the product, service or information you have requested or bought.
- Carry out reasonable administration of your subscription, donations and volunteering.
- Manage our viaducts effectively and deliver community involvement.
- To keep in touch with you in the way that you want.
- To better understand our supporters so that we can personalise and improve the services we offer.
What information do we collect and how?
When requested, we collect personal information about you that helps us to deliver and improve our services. This includes:
- Name and address
- Email address and telephone numbers
- Payment information such as bank details (where applicable though online donations are made direct with a third party who keep the information securely and in line with Data Protection rules – please refer to their Privacy notice for further details)
- How you would like to hear from us
- Details of subscriptions, donations, Gift Aid Declarations
- Details of your volunteering activity
- Enquiries and feedback including via web forms, emails and telephone calls
- Interaction with us digitally including via website and social media including Facebook and Twitter
When visiting our website we also collect information about your IP address and the pages you visit. This helps us to understand which areas of our website are most useful to you and to make decisions on future improvements. This does not tell us who you are unless you choose to provide us with that information. Please see our Cookies policy below for more information.
Where people have been involved in the maintenance or conservation of our viaducts and paths, we may gather information about them without contacting them to facilitate ongoing conservation work.
What do we do with your information?
In order to ensure that you have received the service you have requested we process your details and send you information relating to that service.
If you have signed up as a subscriber this will include sending you confirmation of your subscription.
If you have donated money we will process that information for the future for accounting purposes and in order to thank you for your support, letting you know how your contribution has helped us and carrying out due diligence to meet our compliance obligations.
If you tell us you want to fundraise to support our cause, this will include using the personal information you give us to record your plans and contact you to support your fundraising efforts.
If you live locally we may use your contact details to keep you up to date with activities and campaigns and to provide you with the opportunity be involved. We will also do our best to keep your information up to date. This includes monitoring returned mail to let us know if you no longer live at the address we hold for you.
If you have contacted us via email or social media we will keep your details and may use your contact to keep you up to date with activities and campaigns and to provide you with an opportunity to be involved.
Please do let us know if your details have changed.
Receiving marketing information from us will always be your choice, and you can choose how you would like to receive that information from us. You can also change your mind at any time. We limit the number of marketing communications we send to make sure we are not sending you too much.
We will only contact you by email for marketing purposes if you have told us you would like to hear from us this way. Every email will have a link to help you unsubscribe if you wish to stop receiving this information.
We may contact you occasionally by post if you have told us you would like to hear from us this way or have subscribed to a physical newsletter.
We operate on a number of social media platforms, such as Facebook and Twitter, in accordance with their own terms and conditions. In future, we may try to match your email address with your social media account so we can tailor any advertising and reach you, and others like you, with relevant information about how you can support our cause. If you do not want to receive targeted advertising from us please refer to the privacy settings and instructions provided by the social media sites.
If you have applied to be a volunteer, your personal information will be processed for the purposes of organisation and management and processing your kind offer. You will not receive marketing communications unless you give us express permission. We will keep information about you to ensure we provide you with the best volunteer experience we can and inform you of future volunteering opportunities.
Who Will Have Access To My Information?
Your information will be only be accessible to our trustees, staff, volunteers and contractors appropriately in order for them to carry out their role in line with this policy.
We will never sell your personal information and we never share it with other organisations for their own marketing purposes. We will only share your personal information where we are legally required to, or as a result of a lawful request by a governmental or law enforcement authority. We may share your information with a contracted third party if we undertake a survey, research or analysis and this third party will be contracted to ensure confidentiality.
We only work with trusted suppliers and partners who have agreed to treat your information as respectfully as we do and in accordance with data protection legislation.
How do we keep your information safe?
The security of your information is paramount to us. We use encryption for transfer of data and our networks are monitored regularly to ensure they remain secure. We also regularly review our measures to ensure they are up to date and in line with latest developments, particularly when we are handling payment information. We will keep your personal data for no longer than is necessary for the purposes for which it is processed, in accordance with our internal policies. If we dispose of your information it will always be done securely.
How to get in touch and understanding your rights
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- the right of access to a copy of the information we hold about you (this is known as a subject access request)
- the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason e.g. Gift Aid auditing)
- the right to have inaccurate data rectified
- the right to object to your data being used for marketing or profiling
- Where technically feasible, you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. The information will be provided in a common electronic format.
Please bear in mind that there are exemptions to the rights above and though we will always try to respond to your requests there may be situations where we are unable to do so.
When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone. These include small files known as cookies. They cannot be used to identify you personally. These pieces of information are used to improve services for you through, for example:
- enabling a service to recognise your device so you don’t have to give the same information several times during one task.
- measuring how many people are using services, so they can be made easier to use and there’s enough capacity to ensure they are fast.
To make it easy for you to use and share our website we embed features from other websites such as Facebook, Twitter. Browsing the website may place cookies from these third party websites on your computer. We have no control over these cookies so it is not always possible to list them, and they are liable to change without notifying us.