Privacy Policy
Privacy Policy
Introduction
The Sussex Archaeological Society (also known as “Sussex Past”) is committed to protecting your privacy and conforms to the terms of the 1998 Data Protection Act and the Privacy and Electronic Communications Regulations 2003, and the General Data Protection regulation (GDPR) 2018. The personal information that you enter on the website will be held securely and will not be used for any other purpose than for us to contact you about the Society’s activities, unless you’ve given us permission to send you information from the external organisations and promoters you are booking to see.
Who are we?
The Sussex Archaeological Society is a registered charity working to promote, protect and provide access to the heritage of Sussex.
The Society opens historic houses and gardens to the public, curates six fully accredited museums and undertakes and encourages research through our libraries, archive collections and small research grants. The Society hosts a finds identification service and offers a variety of walks, talks and conferences on the archaeology and history of Sussex.
The Society receives no government support so relies on income from admissions, donations, grants and membership to care for 10 Listed buildings, six Scheduled Monuments and a Registered park and garden.
• The Sussex Archaeological Society is registered in England as a company limited by guarantee No. 202795
• Charity No. 207037
• VAT No. 692 8015 18
• Sussex Past Trading Limited is a subsidiary of the Sussex Archaeological Society. Registered in England (Company No. 3355746)
• Registered Office: Barbican House, 169 High Street, Lewes, East Sussex, BN7 1YE
• Contact us at enquiries@sussexpast.co.uk
What information do we collect?
The personal information that we collect includes:
• Name, title, date of birth and gender
• Contact details including postal address, email, phone numbers and links to social media accounts
• Transaction history
• Bank details for direct debit instructions (fully encrypted in our CRM database)
• Access requirements (for example if you require wheelchair access, audio description, BSL interpretation, or any other access requirement) and whether you have a disability defined by the Equality Act 2010
• Details of visits to our website including traffic data, location data, operating system, browser usage, and the resources that you access
• Image and likeness (as captured on our security cameras and in photographs and videos we use for promotional purposes)
• Other background personal information and sensitive data you provide to us (for example when you apply for a job, take part in an educational project, provide a reason for making a donation or correspond with us).
• We may also collect information about race, ethnicity and sexual orientation (you have the right to decline to provide us with this information)
How do we collect your information?
We collect your information when:
• You create an account on our website www.sussexpast.co.uk which allows you to purchase tickets for our historical sites, attend an event, join as a member, make a donation, sign up to our mailings, update your communication preferences.
• You interact with us in person to purchase tickets for our historical sites, join as a member, join as a supporter, make a donation, attend a free or fundraising event, take part in a workshop, make and enquiry, sign up to our mailing list, give us your access requirements or provide feedback.
• You contact us by phone or by post to purchase a ticket(s), join as a member, make a donation, attend a free or fundraising event, take part in a workshop, make an enquiry, sign up to our mailing list, give us your access requirements, or to provide feedback.
• You contact us by email to purchase a ticket(s), join as a member, make a donation, attend a free or fundraising event, take part in a workshop, make an enquiry, sign up to our mailing list or provide feedback.
• You email us with any information relevant to your booking, fundraising or conferencing event, including access requirements, dietary requirements and providing feedback
• You visit our websites: through your I.P address given to us by your browser; and through Cookies
• You purchase tickets to our shows via a third party
• You reply to a survey we have sent and choose to supply your personal data.
• You communicate with us via Social media
• You appear on filming and photography in our public spaces. We will always display notices when filming or taking photographs and where possible give individuals the option to not be captured.
We may collect any of this information from a person working on your behalf with your consent such as a personal assistant.
Third-party organisations
We may also obtain your data from third parties such as organisations with which we enter into a co-production or from independent fundraising sites like JustGiving, VirginMoneyGiving or Crowdfunder if you make a donation to the Society. You should check their privacy policy when you provide your information to understand fully how they will process and safeguard your data.
Social Media
We use social media to broadcast messages and updates about events and news relating to the Society’s activities. On occasion we may reply to comments or questions you make to us on social media platforms. You may also see adverts from us on social media that are tailored to your interests.
Depending on your settings or the privacy policies for social media and messaging services like Facebook or Twitter, you might give us permission to access information from those accounts or services.
Publicly available information
For a small number of our audience where we want to better understand engagement with Brighton Dome & Brighton Festival and potential interest in supporting us further, we may collect information such as job history, political preferences, and philanthropic activities from places such as Companies House and other business related resources, the internet or information that has been published in articles/newspapers.
How do we keep your data secure?
The Society is committed to protecting the personal information you entrust to us. Your personal data will be held and processed on the Society’s systems or systems managed by suppliers on behalf of the Society to hold a record of your interactions with the Society. These interactions include ticket purchases, donations, memberships, queries, complaints, correspondence and attendance at special events.
The Society also conducts regular data hygiene processes which keeps the personal data we hold clean, up-to-date, and free of duplication. We aim to keep a single record for each customer.
Access to personal information is strictly controlled and can only be accessed by staff who need it to do their job. Sensitive data is additionally controlled and only made available to those who have a reason to work with it.
Who do we share your data with?
We may need to disclose your details:
• If we run an event in partnership with another named organisation so that they can help us run the event
• In order to comply with any legal obligation to do so. This includes the police and other crime protection and detection agencies or regulatory bodies
• To our legal advisors to assist with dispute resolution and contract queries
• For the purposes of regulatory or inspection compliance, for example to the Charity Commission
• To funding bodies who may use anonymised personal information to analyse our audience development programmes, ticket sales and self-generated funding to understand the impact of any public investment in the Society
• Data processing services acting in an accordance with our instructions, and subject to confidentiality obligations
We do not sell personal details to third parties for any purpose nor will we share your personal data with any other organisations or promoters unless we have your explicit consent to do so. These third party organisations will be named at the point of data collection and your provision of consent to receive information from them.
Why we collect your data, how we use it and our basis for processing your personal information?
We aim to be clear when we collect your data and not to do anything you wouldn’t reasonably expect. The main way we use your information is to provide the services you’ve requested. We may process your personal data because it is necessary for the performance of a contract, for example:
• Sending out a ticket to your address if you’ve made a ticket purchase
• Reminders, updates and feedback requests when you sign up to an event or make a donation
• To invite you to events as part of your membership or sponsorship benefits
• To process payments and assist us with internal administration
• To enable recruitment and employment processes
• To provide the best possible customer service
We may also process your data where we have a legitimate interest to do so for example:
• To learn about your interests and preferences so that we can contact you with information that is relevant to you ie future events and educational development opportunities
• To help us target our marketing and development communications and adverts so that they’re more relevant to you and to give you an exceptional experience
• To better understand your reasons for donating to us.
• To carry out screening on potential donors and to conduct due diligence on major donors (please also see the section below on Research, Profiling and ‘Wealth Screening’)
• To analyse how you use our services (including our websites) to help us better understand our audiences and customer base and to improve our processes.
• To participate in research and data analysis, as required by funders and partners. This allows us to understand our audience in a local and national context and helps us to identify new audience opportunities.
• To enable us to fundraise effectively because we are a charity
We also use films, photographs and audio for promotional purposes on our websites, social media accounts and other formats where it would not be necessary, appropriate or practicable to obtain your specific consent.
We may also process your personal data (including sensitive personal data) where:
• It is necessary for medical purposes (for example, in a medical emergency)
• It is necessary to protect your or another person’s vital interests
We will ask for your consent to provide you with information about products and services and fundraising activities which may be of interest to you (apart from where it is appropriate for us to rely on our legitimate interests to do so).
If you have opted out of marketing communications, we may still get in touch with you. For example as mentioned above we may email you to give you important information about the events you’ve booked or to tell you about any changes.
The Society as a charity and how we respect our donors
The Society receives no government funding so relies on the support of visitors, members and donors to achieve its charitable aims.
We invite some people who might be interested in joining one of our major donor or supporter schemes to special events eg. drinks receptions or behind-the-scenes tours. Guests we invite might include current supporters, members, people who have given donations in the past, visitors who attend our events regularly, audiences who have identified specific programme interest, friends of current supporters, our Board and staff.
Research, profiling and ‘wealth screening’
We understand that donors require tailored and relevant communication as a priority and we constantly review this and listen to you to make sure we are getting this right.
We want to ensure our communications to our supporters are personal, relevant and timely and we want to give you an enhanced experience when you attend events.
To ensure that our communications are relevant to you and your interests and to assess your likely ability to support our work, we may use additional information such as geographical information and measures of affluence where available from external sources to assist us. This will be a combination of publicly-available information, for example drawn from company resources and news media, with what you have provided to us, such as past donations and career information. We may use the services of external screening/profiling companies, and publicly available data from social media sites like LinkedIn, Facebook and Twitter, depending on your privacy settings and/or interaction with us.
The Society may hold personal data that has been created by us from other personal data that we already hold about you, either from internal or external research/profiling. This may be carried out by automated or manual processes and enables us to better understand you as our supporter and make appropriate requests for support.
If you do not wish the Society to undertake this activity, please email fundraising@sussexpast.co.uk.
Please note however that before seeking or accepting major donations we are required to conduct a minimum level of due diligence, including reviewing publicly available personal data. Due diligence is conducted in accordance with BDBF’s gift acceptance policy.
How long do we keep your information?
We consider our relationship with audiences, donors and other stakeholders to be life-long. This means that we will maintain a stakeholder record for you until such time as you tell us that you no longer wish us to keep in touch. In this instance the Society will delete the majority of your personal data we hold (except where we have a legal obligation to retain information), and will maintain basic personal data to ensure that we do not inadvertently create a new record in the future.
Employee records are maintained for 6 years after leaving the organisation and job application information will be held for up to one year for unsuccessful applications.
Some information may also be retained indefinitely for historical, statistical or research purposes.
Your rights
Under the DPA and GDPR you have the following rights which can be exercised by contacting the Society and submitting a subject access request:
• To obtain access to, and copies of, the personal data that we hold about you
• To require that we cease processing your personal data if the processing is causing you damage or distress
• To require us not to send you marketing communications
• To require us to correct the personal data we hold about you if it is incorrect
• To require us to erase your personal data
• To require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal)
• To receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller
• To object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights
Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
Contact Us
Please contact us if you have any questions about our privacy policy or information we hold about you or would like to submit a subject access request:
Email us at enquiries@sussexpast.co.uk