Flat Holm – A Walk Through Time Privacy Policy
Flat Holm- A Walk Through Time is a National Lottery Heritage Funded (NLHF) project that is part of Cardiff Council Harbour Authority. This privacy policy will explain how our organization uses the personal data we collect from you when you use our website.
Topics:
- What data do we collect and why?
- How do we collect your data?
- How will we use your data?
- How do we store your data?
- Marketing
- What are your data protection rights?
- How do we use cookies?
- Privacy policies of other websites
- Changes to our privacy policy
- How to contact us
- How to contact the appropriate authorities
What data do we collect and why?
Flat Holm- A Walk Through Time may collect and process the following data:
- Contact details, including name, signature, address, telephone numbers and email address for the purposes of booking confirmations, optional mailing lists and consent forms.
- Vehicle registration number for the purpose of parking during events on the barrage and visits to Flat Holm.
- Identifying details, including date of birth and gender for the purposes of appropriate room allocation on residential visits.
- Equal opportunities details (disability data, racial/ethnic origin, nationality, religious beliefs, physical or mental health, gender, gender reassignment, sexual orientation) for the purposes of evaluation and monitoring.
- Financial information for example, bank account or debit/credit card details where relevant for the purposes of booking activities or residential trips.
- Contact information about your family where required for the purposes of managing risks during volunteering and residential visits.
- Information about your health where required for the purposes of managing risks during volunteering and residential visits.
- Information about a criminal conviction where relevant for the purposes of volunteer recruitment.
- Photographs and Videos for the purposes of evaluation to National Lottery Heritage Fund, marketing and advertising, including social media channels.
Data Protection Law describes the legal basis for our processing of your data as necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
How do we collect your data?
You directly provide Flat Holm- A Walk Through Time with most of the data we collect. We collect data and process data when you:
- Register for our mailing list either in person or online or book one of our activities or residential weekends via our website.
- Completing a photograph and video consent form.
- Consent to us taking photographs and videos of an event, activity or residential.
- Voluntarily complete a customer survey or provide feedback on any of our evaluation forms.
- Use or view our website via your browser’s cookies.
- Applying for a volunteering role through Cardiff Council.
How will we use your data?
Flat Holm – A Walk Through Time collects your data so that we can:
- Contact you
- Process your booking
- Email you activities and information we think you might like, if you have signed up to our mailing list.
- Monitor and evaluate the success of the project
- Recruit volunteers
- Assess risks and keep you safe during events, activities and residentials.
- Make payments to you as a vendor on our Cardiff Council payment system
Who will we share your data with?
- Cardiff Council Island Warden and volunteers
- Class instructors for health and safety purposes during residential events
- Boat operators, Bay Island Voyages or Cardiff Cruises (as specified on your booking form) for health and safety purposes during residential and day events
- Barrage Control for parking purposes during events on the barrage and visits to Flat Holm.
- Emergency services but only if necessary
- Internal sourcing and internal financial services if you are receiving payment for a service such as training or residential activities.
You will be asked to complete an evaluation form at the end of your visit. This is optional. The anonymised data will be shared with our partner companies: –
- National Lottery Heritage Fund so that they may evaluate the success of the project
- Phil Collins Associates so that they may evaluate the success of the project
How do we store your data?
Flat Holm – A Walk Through Time securely stores your data on Cardiff Council’s secure database. A small number of paper evaluations forms may be stored at The Farmhouse, Flat Holm Island and securely transferred to Queen Alexandra House, Cargo Road, Cardiff, before being scanned onto the database and the paper copies securely destroyed. Paper copies will not be kept for longer than a month.
Flat Holm – A Walk Through Time follows Cardiff Council data retention schedules.
We will only keep your personal data for as long as we need to fulfil the purpose(s) for which it was collected and for so long afterwards as we may be required to deal with any questions or complaints that we may receive, unless we elect to retain your data for a longer period to comply with our legal and regulatory obligations. If you are involved in a medical incident/accident which occurs during an activity or residential, the project and the activity facilitator will be legally required to retain personal information for 3 years or until a minor reaches the age of 21. For legal purposes, any financial services data will be retained for 7 years.
More details can be found on the Council’s retention schedule
Marketing
Flat Holm – A Walk Through Time would like to send you information about products and services of ours that we think you might like. You will be asked to consent to this.
If you have agreed to receive marketing, you may always opt out at a later date.
You have the right at any time to stop Flat Holm – A Walk Through Time from contacting you for marketing purposes.
If you no longer wish to be contacted for marketing purposes, please contact flatholmproject@cardiff.gov.uk.
What are your data protection rights?
Flat Holm – A Walk Through Time would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access – You have the right to request Flat Holm – A Walk Through Time for copies of your personal data.
The right to rectification – You have the right to request that Flat Holm – A Walk Through Time correct any information you believe is inaccurate. You also have the right to request Flat Holm – A Walk Through Time to complete the information you believe is incomplete.
The right to erasure – You have the right to request that Flat Holm – A Walk Through Time erase your personal data, under certain conditions.
The right to restrict processing – You have the right to request that Flat Holm – A Walk Through Time restrict the processing of your personal data, under certain conditions.
The right to object to processing – You have the right to object to Flat Holm – A Walk Through Time’s processing of your personal data, under certain conditions.
The right to data portability – You have the right to request that Flat Holm – A Walk Through Time transfer the data that we have collected to another organization, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: individualrights@cardiff.gov.uk
Cookies
For more information on cookies please see Cardiff Council policy https://privacy.cardiffcouncilwebteam.co.uk/Cookies.php?site=harb&lang=english.
Privacy policies of other websites
The Flat Holm – A Walk Through Time website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.
Changes to our privacy policy
Flat Holm – A Walk Through Time keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 17th January 2023.
How to contact us
If you have any questions about Flat Holm – A Walk Through Time’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us via email at dataprotection@cardiff.gov.uk or by post:
Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW
How to contact the appropriate authority
Should you wish to report a complaint or if you feel that CHA has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office via their website https://ico.org.uk/concerns/getting/ or by calling 0303 123 1113.
Mae’r ddogfen hon ar gael yn Gymraeg/ This document is available in Welsh.
