Privacy Statement 2023
About us
The Alex Moulton Charitable Trust, The Hall, Bradford on Avon, BA15 1AJ is a charity registered with the Charity Commission for England & Wales no. 1190082.
Personal data is information that can be used to identify an individual. Sensitive data is information about very particular things (a full definition can be found on the Information Commissioner’s Officer website). In this Privacy Statement we use the term data unless referring to one particular category of data.
The Trust is committed to respecting an individual’s privacy and upholding their rights and has policies and procedures to ensure this is achieved. By disclosing data by email, over the phone, by post or in-person, you consent to the collection, storage and processing of your data by the Trust in the manner set out in the Trust’s policies and procedures.
This privacy statement relates to interactions between members of the public and the Trust.
The Data Protection Policy and Data Management Procedures (available on request) cover other relationships and interactions such as recruitment and management of staff and volunteers and the Trust’s business-to-business relationships.
Personal and sensitive data collected by the Trust
The Trust collects different types of data depending on how and why you contact, communicate or otherwise engage with the Trust. The Trust would not be able to deliver its charitable objectives if it did not collect data. Wherever possible, the Trust collects sensitive data anonymously, for example when carrying out Visitor Surveys.
Communicating with the Trust when a response is required or requested
Your name, phone number, email address, postal address. This allows the Trust to respond to enquiries, suggestions and complaints that are received.
Joining the Trust’s mailing list
Your name and email address. This allows the Trust to add you to its mailing list so you can receive email newsletters about the work of the Trust.
The Trust uses Mailchimp to manage its mailing list.
Making a donation to the Trust
Your name, phone number, email address, postal address. This allows the Trust to process your donation and, where applicable, process Gift Aid. The Trust may also communicate with you about your donation and how it has supported the charitable objectives of the Trust.
Your payment card information, if you donate by credit or debit card. This allows the Trust to process your donation and keep appropriate financial records for the purpose of auditing.
The Trust uses Squarespace and PayPal to manage online donations.
Registering your interest in volunteering
Your name; date of birth; phone number; email address; postal address; name and phone number of two emergency contacts; and access requirements, which may include sensitive data about disability and medical conditions. This allows the Trust to process your registration of interest in becoming a volunteer and, alongside your informal interview, assess your suitability to become a volunteer.
The Trust also asks interested individuals to send copies of CVs, which may contain personal data. This allows the Trust to assess your suitability to become a volunteer.
Participating in an oral history interview or contributing to research
Your name; date of birth; phone number; email address; postal address and an audio recording of your thoughts and memories. Because the records are for historical research purposes, the Trust may store them and your consent form indefinitely.
Booking a tour, visit, event or activity
Your name, phone number, email address, postal address. This allows the Trust to process your booking and communicate with you about your booking.
Your payment card information, if you pay by credit or debit card will be processed by Zettle and/or PayPal. This allows the Trust to process your payment and keep appropriate financial records for the purpose of auditing.
The Trust may use an external caterer to provide catering, your contact details will be shared with them for the purposes of communication about catering options only.
Purchasing any goods or services from the Trust
Your payment card information, if you pay by credit or debit card will be processed by Zettle and/or PayPal. This allows the Trust to process your payment and keep appropriate financial records for the purpose of auditing.
Using the Trust’s website or visiting social media accounts
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, eg remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.
Where cookies are used to collect personal data, we list these purposes above, along with other personal data that we collect. However, we also use some cookies that do not collect personal information but that do help us collect anonymous information about how people use our website. We use Squarespace and Google Analytics for this purpose. Squarespace and Google Analytics generates statistical and other information about website usage by means of cookies, which are stored on users' computers. The information collected by Google Analytics about usage of our website is not personally identifiable. The data is collected anonymously, stored by Google and used by us to create reports about website usage.
We link to the following social media accounts from our website: Facebook & Instagram.
How we use your information
The Trust processes data in line with its Data Policy and under the following lawful bases:
contract between you and the Trust (for example, when you make a booking or become a volunteer)
consent given by you to the Trust (for example, joining our mailing list).
Data is only used for the specific purpose you provided it to the Trust.
Processing is carried out by the Trust’s trustees, employees, volunteers or where stated, externally by trusted third party websites.
Data, both in paper form and digitally, is stored securely by the Trust or, where stated, externally by trusted third party websites.
Data is only shared in the specific circumstances outlined i.e. with businesses related to your booking. Data will not be used for unauthorised marketing or sold to any other organisations.
The Trust will keep your data for no longer than is necessary as outlined in the Data Management Procedures.
Your rights
You have the right to:
confirmation that your data is being processed
access to your data held by the Trust
other supplementary information held by the Trust
correct inaccurate or incomplete data held by the Trust
have data deleted if it meets the following criteria: it is no longer needed for the purposes it was collected; it was collected on the basis of consent; it was collected for direct marketing
have data processing restricted if: you believe it is inaccurate; the data has been unlawfully processed; or the Trust no longer needs the data but you need it to be kept to establish, exercise or defend a legal claim
The Trust will respond to requests within 28 days. The Trust may require verification of your identity to process your request. The Trust will provide the information free-of-charge but reserves the right to charge a suitable fee for requests that are excessive or unfounded (as outlined by the Information Commissioner’s Office).
We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we'll notify people whose personal data we hold and is affected.