Privacy Statement

About us

Underfall Yard Trust is a charity registered with the Charity Commission for England & Wales no. 1041863.
Underfall Yard,
Cumberland Road,
Bristol BS1 6XG
0117 929 3250
info@underfallyard.co.uk

What is data?

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 Office 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. The Trust 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.

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 and Underfall Yard.
• The Trust uses Mailchimp to manage its mailing list: https://mailchimp.com/legal/privacy/

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 Just Giving to manage online donations: https://www.justgiving.com/info/privacy

Registering your interest in volunteering

your name; phone number; email address; and access requirements, which may include sensitive data about disability and medical conditions. For individuals under 18, we ask for the contact details of a responsible adult. 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 about Underfall Yard

your name; date of birth; phone number; email address; postal address and an audio recording of your thoughts and memories relating to Underfall Yard and Bristol Harbour. Because the records are for historical research purposes, the Trust intends to store them and your consent form indefinitely. The Trust shares all research and oral history with Bristol Museums, Galleries and Archives.

Booking the Slipway

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. This allows the Trust to process your payment and keep appropriate financial records for the purpose of auditing.
the Trust uses external businesses to operate the slipway, your contact details will be shared with them for the purposes of communication about your booking and delivering the contracted service only.

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.
access requirements, which may include sensitive data about disability and medical conditions, will be collected anonymously to allow us to support your group during their visit
your payment card information, if you pay by credit or debit card. This allows the Trust to process your payment and keep appropriate financial records for the purpose of auditing.
the Trust uses Eventbrite to manage some events: https://www.eventbrite.co.uk/privacypolicy
the Trust uses Pickle Ltd to provide catering, your contact details will be shared with them for the purposes of communication about catering options only.

Purchasing any other service or goods from the Trust

your payment card information, if you pay by credit or debit card. This allows the Trust to process your payment and keep appropriate financial records for the purpose of auditing.

How we use your information

The Trust processes data in line with its Data Protection 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 by the Trust
• access to your data and 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; or if 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).