Data Privacy Policy

Burwell House privacy notice

Everything we do with information about people, including how we collect it and who we share it with, has to comply with the Data Protection Act and the General Data Protection Regulation (GDPR) that came into force in May 2018. A key part of this is being open about how we use information and what rights you have in respect of information we hold about you.

This privacy notice gives information about how Burwell House uses personal data.

If anything in this notice is not clear, or if you have further queries, please get in contact with the Council’s Data Protection Officer using the details at the end of this notice.

What information we hold

We collect information about people who contact Burwell House and who make bookings with our Centre. The information we collect varies according the purpose of the contact.

The information we hold may include:

• Your name
• Your address
• Your telephone number(s)
• Your email address
• Payment details (card numbers etc.) which are held securely and encrypted in the Councils Financial systems. (If using online payment system).
• Names of group members of visiting groups.
• Details of special needs of group members of visiting groups.
• Details of dietary requirements of group members of visiting groups.
• Details on accident forms filled in by visiting groups.
• Groups undertaking the TV studio activity will have their pictures (and sometimes first names) recorded on computer as part of this process.
• Groups sending us thankyou letters may have these displayed in the hallway of the house. These often contain names of group members.
• Contact form information from “burwellhouse.com” and “groupaccomodation.com”.v

We may obtain data from individual customers or from group leaders of our visiting groups.

Why we have it and what we use it for

Answering enquiries – by phone, email or website contact forms.
Burwell House collects data from enquirers in order to be able to process the enquiry that is made, or other relevant offers. For example, if an enquiry is made by a school or an individual about a potential booking, we may retain the contact details in order to let them know about potential future bookings. Such enquiry details may be retained for up to 3 years.

Visiting groups – day and residential

We collect information on group member names, special needs, diets and relevant medical issues to enable us to be able to deliver safe and successful course outcomes. Following the course we retain much of this information in order to assist with our planning of future courses with groups, or in the unlikely event of legal or other issues following the visit. Such details are retained for up to 3 years.

TV studio bookings

Groups who utilise our TV studio activity have their images (and sometimes names) recorded as part of the filming process. These are shared by us with that group only, and are retained for up to 3 years in order to be able to re-provide or re-edit the recordings for the visitors if necessary.

Contact form information

Our online host for the Burwell House website is https://www.logicdesign.co.uk/ who are fully GDPR compliant and whose databases store contact form data securely.

There is a contact form on https://www.groupaccommodation.com/ – where any details provided are securely stored by that site, and are password accessible only by the site adminstrators and Burwell House management staff.

All the information we collect and store can also be used to provide an auditable record of service delivery and enables us to contact people initiating reports/issues to request further information or provide updates.

Who we share information with and why

We will not pass your data to any third parties outside of Cambridgeshire Couty Council without yor consent.

All Centre staff have received training on data protection and information security

Where we store information

Electronic information is stored on secure County Council computer servers.

Paper information is secured in our Centre office – whcih is securely locked and is not in a publically accesible area.

For the duration of a course, copies of information pertaining to that course (such as diets, names and medical issues) may be stored elsewhere on site (e.g. – about the person of Centre education staff, in the kitchen etc) but this information  will be destroyed or put in the Centre office upon a groups departure from the site.

Your rights regarding your data

Under Data Protection Legislation you have the following rights:

• Right of access (to receive a copy of your personal data)
• Right to rectification (to request data is corrected inaccurate)
• Right to erasure (to request that data is deleted)
• Right to restrict processing (to request we don’t use your data in a certain way)
• Right to data portability (in some cases, you can ask to receive a copy of your data in a commonly-used electronic format so that it can be given to someone else)
• Right to object (generally to make a complaint about any aspect of our use of your data)
• Right to have explained if there will be any automated decision-making, including profiling, based on your data and for the logic behind this to be explained to you.

Any such request can be submitted to the Data Protection Officer. Whether we can agree to your request will depend on the specific circumstances and if we cannot then we will explain the reasons why.

If you are unhappy with any aspect of how your information has been collected and/or used, you can make a complaint to the Data Protection Officer. You can also report concerns to the national regulator, the Information Commissioner’s Office. Their details can be found on their website: https://ico.org.uk/concerns/handling/

Our contact details

Should you wish to contact us in relation to any issues within this notice, please contact:

Burwell House
North Street,
Burwell,
Cambs, CB25 0BB
United Kingdom

burwell.house@cambridgeshire.gov.uk

01638 741256

Alternatively, contact the County Council Data Protection Officer

County Council Data Protection Office
Info and Records team, Cambridgeshire County Council
OCT 1224, Shire Hall,
Cambridge, CB3 0AP

Data.protection@cambridgeshire.gov.uk

01223 699137.

Your right to complain

Should you wish to make a complaint in relation to data protection issues relating to our firm, you can contact us as above or you can contact our regulator as follows:

The Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

www.ico.org.uk

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to burwell.house@cambridgeshire.gov.uk