Newcastle Castle Privacy Notice
Newcastle Castle is managed by The Heart of the City Partnership (HOCP), a registered charity (no. 1165434), and Company Limited by Guarantee (no. 06373460). The point of contact for data protection in HOCP is the Castle Team and Operations Manager (Details in the contact us section). The type of personal information we collect and who this will be shared with HOCP collects and processes a range of information about you. In the main this would be in relation to:
Online / Onsite Bookings
Your name, address, contact number and email address in relation to your booking (when booking online).
When booking online this is stored securely through our third-party booking operator. This information is accessible via our back-office system to restricted personnel and is only used to monitor bookings.
Payment arrangements and invoices including method of payment.
Information to monitor use of our website (please see cookie information below).
Debit or credit card details which are processed by our merchant account services. Every year we verify our PCI DSS compliance. No card details are held by HOCP. At no point will HOCP or its employees store card details when/if you pay by debit/credit card.
Gift Aid
Your name and address when required for processing of Gift Aid ticketing is used to make submissions to HMRC for Gift Aid Reclaim. This is stored via our back-office system provided through a third-party operator. Access to these systems is restricted to our employees who need access to perform their roles.
All customers consenting to gift aid will be issued with a gift aid declaration which can be found on the bottom of receipts for onsite transactions, and in the confirmation email for online transactions.
This information is shared with HMRC only for the purpose of reclaiming Gift Aid.
Gift Aid declarations can be rescinded within 30 days of donation. Please use the contact us information if you no longer wish to Gift Aid.
Schools and Educational Experiences
Your name, address, email address and contact number will be held for the purpose of facilitating the booking.
Records will be kept for payment arrangements and invoices including the method of payment.
Access to this personal information is restricted to our employees who need access to perform their roles.
Venue Hire
Your name, address, email address, contact number, and company information (when applicable) for the purpose of facilitating your booking.
Agreement forms, insurance records and other relevant paperwork are stored securely in a range of places across HOCP depending on the category of personal information it pertains to. Access to this personal information is restricted to our employees who need access to perform their roles.
Records will be kept for payment arrangements and invoices including the method of payment.
Booking and personal information for weddings will be shared with a third-party wedding co-ordinator for the purpose of co-ordinating your wedding.
Information is not shared with any other third parties.
Newsletters
Your email address, should you opt to leave it in our feedback form or during the gift aid ticketing process, will be used so we can contact you regarding future events and offers. This personal information is used in our third-party online distribution system and stored in a data base which is held securely on our IT system, access being restricted to our employees and volunteers, who are processing our communication with you.
Information may also be shared about events at other cultural venues in Newcastle and Gateshead. These venues do not have access to your personal information.
Photograph, Video and Audio
Video recordings and photographs may be taken at some of our events. These will only be taken with consent of the individual.
Video recordings and photographs may be used online, across social media or in print advertising with consent of the individual.
Those not wishing to be recorded or photographed will not be.
Anyone wishing to no longer have their recording or image used can ask for these to be rescinded (please see the contact us information).
Photographs of children will not be taken or used without the consent of a parent or guardian.
CCTV
CCTV is in operation onsite for the health and safety of our staff, volunteers, and visitors. Clear signage is in place in rooms where CCTV is in operation.
Cookies
Cookies are small text files which are stored by your browser on your computer or mobile device (normally for a period of time). They allow websites to store such things as user preferences. This information is used to track visitor use of HOCP’s website and to compile statistical reports on website activity.
The types of cookies used are:
Required and Functional Cookies: required to enable core site functionality.
Analytical and Performance Cookies: analyse site usage so we can measure and improve performance.
These cookies cannot be used to identify individuals and are used for statistical purposes only. You have the option to decline use of non-essential cookies.
You may receive third party cookies, by interacting with parts of HOCP’s website which share functionality with third parties, for example, YouTube and social network sites.
Recruitment
Your name, address, email address, contact number, CV and application letter will be stored to allow us to process your application. Access to this information will be restricted to our employees and trustees who need access to perform their roles.
If you are unsuccessful your personal information will be destroyed 6 months after the interview date unless there is an ongoing claim or you have given us consent to continue to hold your personal information.
We may ask to keep records on file with your consent to contact you about any future upcoming roles within HOCP.
If you are successful, HOCP will keep and maintain records relating to your employment in accordance with our Employee Privacy Notice, a copy of which will be given to you when your employment with HOCP starts.
Accidents, reporting of injuries, diseases and dangerous occurrences, and safeguarding reporting
HOCP has a legal obligation to record and in certain circumstances report to regulatory authorities information about:
accidents or injuries at its premises;
diseases and dangerous occurrences under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations;
safeguarding incident reports.
How we get the personal information and why we have it
As a customer of Newcastle Castle run by HOCP, the personal information we process and/or hold about you is provided by you or collected by HOCP during your transaction with us, to enable us to carry out our business with you.
HOCP will only process personal information in line with the General Data Protection Regulations (GDPR). Under the GDPR the lawful bases we rely on for processing personal information are:
Consent: You have given clear consent for HOCP to process your personal information for a specific purpose.
Contract: The processing is necessary for a contract you have with HOCP, or because you have asked HOCP to take specific steps before entering a contract.
Legal Obligation: the processing is necessary for HOCP to comply with the law (not including contractual obligations). For example, HOCP is required to comply with laws relating to Gift Aid and health and safety.
Vital Interest: the processing is necessary to protect someone’s life.
Legitimate Interest: the processing is necessary for HOCP’s legitimate interests, or the legitimate interests of a third party unless there is a good reason to protect your personal information which overrides those legitimate interests. HOCP’s legitimate interest in processing your personal information includes allowing HOCP:
To manage and process online bookings.
To process and manage Gift Aid submissions.
To arrange and process school visits or educational experiences.
To arrange and process venue hire bookings.
To respond to queries, comments, complaints or claims.
To provide information about our events, cultural offer and other services provided by Newcastle Castle, and/or those of other organisations with similar interests, through our online newsletter and mailing list.
To seek permission to use photographs, video, or audio recordings.
To manage health and safety through onsite CCTV.
To process job applications and other recruitment needs.
To monitor the use of our website through cookies.
To process subject access requests.
To comply with health and safety laws and other legal requirements.
To ensure effective business administration;
To respond to or defend against legal claims.
Retention
Personal information may be retained for as long as necessary for us to carry out our business with you, or until you tell us that you no longer wish us to retain your information (please refer to the contact us section). Personal information will then be deleted unless it is required to meet a statutory obligation, or processing is necessary for the purpose of legitimate interest. Personal information that we hold may be shared with third parties in pursuance of statutory obligations.
Financial records will be retained until the end of the statutory requirement, a minimum of 6 years.
Gift aid records retained for HMRC inspection for a minimum of 6 years.
Contact details will be held for a minimum of six months after an event has taken place or longer if HOCP has a legitimate interest in continuing to hold your contact details.
Legal agreements will be retained for a minimum of six years after the termination of the contract.
Email addresses retained until you tell us otherwise unless HOCP has a legitimate interest in continuing to hold your email address.
CCTV images are stored for a maximum of 30 days except for when required as part of an investigation when they will be kept until the needs of the investigation have been satisfied.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information. Should you wish to request the personal information which we hold about you, please submit the request in writing as set out in the contact us section below.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to withdraw consent - You have the right to withdraw your consent for HOCP’s use of your personal information to carry out our business with you or otherwise to undertake our general activities and purposes. You do not have the right to withdraw your consent for HOCP’s use of your personal information when the lawful basis for HOCP holding and processing the personal information is either legal obligation or legitimate interest.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights provided your request is reasonable and not trivial or vexatious. If you make a request, it will be actioned as soon as is practical and we will respond to you within one month. There may be delays where the appropriate staff to deal with the request do not work on every normal weekday.
Contact us
Should you wish to contact us about anything noted in this document please contact the Castle Team and Operations Manager at:
Email: info@newcastlecastle.co.uk
Phone: 0191 230 6300
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details given in the contact us section above.
You also have the right to lodge a complaint with the Information Commissioner’s Office, the supervisory authority for the UK, if you are dissatisfied with the way that HOCP is collecting, holding, processing, and using your personal information and you feel that your reasonable attempts to raise the issues and get them addressed have failed.
The ICO’s address is:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Changes to this Privacy Notice
Our privacy notices are reviewed regularly. You are advised to periodically return to this page to keep up to date with any changes.
Last updated March 2023