Coldharbour Mill Privacy Policy

Privacy Policy

July 2020

 

Purpose of policy

The purpose of this policy is to give you information about how we collate and use the information we gather from you directly and from third parties

Coldharbour Mill Trust Ltd is committed to protecting your personal data and working in accordance with all relevant data protection legislation.  This privacy policy explains how the organisation uses the data we collect on our supporters and visitors.

This Policy will be updated reviewed and updated annually or in line with changes we make to how we use or process your data.

What data do we hold?

We collect personal data such as your name, e-mail, telephone number or mailing address from you when you voluntarily choose to register on our website for our newsletter, for purchases, for membership or other Coldharbour Mill Services. This also includes registering as a volunteer, attend an event, making online retail purchase, making a donation or other ways you may engage with the organisation.

Data collected may include:

·        Contact details – name, address, telephone and email

·        Your attendance at invited events, details of donations you have made, events where you have purchased tickets

·        Your mailing preferences – when you sign up to hear from us via email or post

·        If you have become a member of the mill, and your membership level.

·        Ticket sales information

·        Information needed for collections’ management purposes

·        Photographs and Videos

·        Gift Aid consent

 

 

How do we use your data?

The information is either needed to fulfil a service or to enable us to provide you with a more personalised service.

Coldharbour Mill may use your personal data to better understand our customers and markets or other information collected to help us improve our content or services facilitate sales and support our fundraising program.

The information we may wish to provide to you includes details of exhibitions, events, collections, appeals, conservation, campaigns, membership, services, products, fundraising, newsletters, feedback, competitions and other activities and those of other carefully selected organisations.

It may include:

·        Sending you our news and events booklets

·        Inviting you to events

·        Informing you of upcoming events and activities

·        Asking you to support the museum by volunteering your time, experience or financial support

These activities include an element of direct marketing.

Communications may be sent to you by post, email, social media or telephone depending on your mailing preferences if you have selected one.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

How we obtain your details

We collect your personal information in a number of ways.

·        When you provide it to us directly

·        We collect it as you use our websites or apps

·        When you have given it to a third party and you have provided permission to pass your information on to us

·        From publicly available sources (where possible) to keep your information up to date.

 

Children

If you are under 18 please ensure you obtain your parent/guardian’s consent before sending any personal information to any website or to Coldharbour Mill.  We do have activities for those under 18 so may ask your age.  Before taking part please ensure you speak to your parent or guardian.

How will we share your data?

Coldharbour Mill will share information including personal data with its affiliated Charities and Companies only (Coldharbour Mill Ltd, Friends of Coldharbour Mill).

How do we protect your data?

The museum does not sell data to third parties.  Data may be disclosed to our external organisations acting on behalf of Coldharbour Mill, for instance our volunteers but all will be bound by the terms of this privacy policy and GDPR legislation. Your data is stored securely on the trusts’ customer relationship management, volunteer, till and collections databases.  These databases are accessed by a limited number of staff.  Website registration information is securely and privately held on the website.  These systems are protected by Coldharbour Mills security procedures.

 

Your rights to be able to access the personal information we collect

You have a right to request a copy of the personal data that we hold about you and to have any inaccuracies in this data corrected. Please use the contact details at the end of this policy if you would like to exercise this right.

We always respect customers’ interests, fundamental rights and freedoms. You have the right to ask for your personal data to be removed from our database at any time. If you wish to do this, please use the contact details at the end of this policy.

Please bear in mind, however, that if you request to have your data removed it will affect our ability to carry out tasks above that are for your benefit. We try to respond to all legitimate requests within one month.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data.

This is a security measure to make sure that personal data is not disclosed to any person who does not have to right to receive it.

 

We have the right to amend and update this policy from time-to-time, to fully comply with changes in legislation.

Please get in touch with us if you have any questions about this policy with regards to how we collect and process customers’ personal information.

Martin Halse
Chief Executive                                                                                        

Email: chiefexec@coldharbourmill.org.uk
Phone: 01884 840960

DigiTickets Privacy Policy

Policy Owner

This policy is owned and distributed by IT and Compliance manager of Digital Ticketing Systems Limited

Who we are

In this Privacy Policy, references to "we", "us", and "our"" are to Digital Ticketing Systems Limited (Company number 07044584). References to "our Website" or "the Website" are to *.digitickets.co.uk.

Digital Ticketing Systems Limited is the data controller responsible for the personal information collected through this Website.

Information We Collect

We may collect and process the following categories of personal information:

Information You Provide Directly

When you contact us, make a purchase, register for services, or complete forms on our Website, we may collect information such as:

• Name
• Postal address
• Email address
• Telephone number
• Purchase and booking information
• Any other information voluntarily provided by you

Payment Information

Payments made through our Website are processed by authorised payment service providers. We do not store your full credit or debit card details on our systems.

Our payment providers may process payment information and carry out fraud prevention and verification checks. Where international transfers are required, appropriate safeguards will be applied in accordance with applicable data protection laws.

Digital Ticketing Systems is PCI DSS v4.0.1 compliant and are annually assessed/certified.

Website Usage Information

When you visit our Website, we may automatically collect:

• IP address
• Browser type and version
• Device information
• Screen resolution
• Operating system
• Referral source
• Pages visited and actions taken on the Website
• Date and time of access

Marketing Preferences

If you choose to receive marketing communications, we will record your preferences and any interactions with our emails, including whether emails are opened or links are clicked.

Cookies and Similar Technologies

We use cookies and similar technologies to operate our Website, remember your preferences, analyse usage, and improve user experience. Further information is provided in our Cookie Policy below.

How We Use Your Information

We process personal information for the following purposes:

• To provide products and services you request
• To process transactions and fulfil orders
• To provide customer support and after-sales services
• To manage bookings and accounts
• To improve our Website, products, and services
• To ensure Website security and prevent fraud
• To comply with legal and regulatory obligations
• To send marketing communications where we have your consent or another lawful basis to do so

Lawful Basis for Processing

Under UK GDPR, we rely on one or more of the following lawful bases:

• Performance of a contract: to provide goods or services you have requested.
• Legal obligation: where processing is necessary to comply with legal requirements.
• Legitimate interests: to manage and improve our business, Website security, and customer experience.
• Consent: where required, including for certain cookies and marketing communications.

Where we rely on consent, you may withdraw it at any time.

Sharing Your Information

We may share your personal information with:

• Payment processors
• Hosting and IT service providers
• Delivery and fulfilment partners
• Marketing and communications providers
• Analytics and Website performance providers
• Professional advisers and auditors
• Regulatory authorities, law enforcement agencies, or courts where required by law

All third-party service providers are required to process personal information only on our instructions and in accordance with applicable data protection laws.

We do not sell personal information to third parties.

International Transfers

Where personal information is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place, such as:

• Transfers to countries deemed to provide an adequate level of protection; or
• Approved contractual safeguards, such as the UK International Data Transfer Agreement (IDTA) or equivalent mechanisms.

Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, regulatory, and reporting requirements.

Retention periods vary depending on the type of information and the purpose for which it is processed.

Cookie Policy

What Are Cookies?

Cookies are small text files stored on your device when you visit a website. They help websites function properly, remember preferences, improve performance, and provide analytics information.

How We Use Cookies

We use the following categories of cookies:

Strictly Necessary Cookies

These cookies are essential for the operation of the Website and cannot be disabled through our cookie management tools.

Cookie	Purpose	Duration
PHPSESSID	Maintains user session and shopping basket functionality	Session / 24 minutes
dtAnalyticsConsent	Records cookie consent preferences	1 year

Analytics Cookies

These cookies help us understand how visitors interact with the Website so that we can improve performance and usability.

These cookies are only placed with your consent.

DigiTickets

Examples include:

• dtAnonymousID

Used to distinguish individual visitors and record their activity on the Website (pages viewed, events, approximate location, device and referral source) so we can analyse and report on how the Website is used. This data is collected against a randomly generated identifier stored in the cookie.

Google Analytics

Examples include:

• _ga
• _ga<container-id>
• _gid
• _gat_<tracker-name>

Used to distinguish individual visitors and record their activity on the Website (pages viewed, events, approximate location, device and referral source) so we can analyse and report on how the Website is used. This data is collected against a randomly generated identifier stored in the cookie, not your name or contact details.

Google Privacy Information:

https://support.google.com/analytics/answer/6004245

Microsoft Clarity

Examples include:

• _clck
• _clsk
• CLID
• ANONCHK
• MR
• MUID
• SM

Used to analyse user interactions and improve Website usability.

Microsoft Clarity Information:

• https://clarity.microsoft.com/blog/cookies-in-clarity/
• https://learn.microsoft.com/en-us/clarity/

Performance Monitoring Cookies

Performance monitoring tools help us identify technical issues and improve Website reliability.

Examples may include cookies used by services such as New Relic.

Managing Cookies

When you first visit our Website, you will be presented with a cookie banner allowing you to:

• Accept all cookies
• Reject non-essential cookies
• Choose your cookie preferences

You may change your preferences at any time through our cookie settings tool.

You can also manage cookies through your browser settings. Disabling certain cookies may affect Website functionality.

Your Data Protection Rights

Under UK GDPR, you may have the right to:

• Access your personal information
• Correct inaccurate information
• Request deletion of your information
• Restrict processing
• Object to processing
• Request portability of your data
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Information Commissioner's Office (ICO)

For more information about your rights, visit:

https://ico.org.uk/

Automated Decision-Making

We do not generally make decisions producing legal or similarly significant effects using solely automated processing.

Where automated tools are used for fraud prevention, security monitoring, or service administration, appropriate safeguards will be applied in accordance with applicable data protection legislation.

Childrens Data

Our Website is not intended to knowingly collect personal information from children unless necessary to provide services requested by a parent, guardian, school, attraction, venue, or authorised organisation.

Where we process children's personal information, we take additional care to ensure appropriate protections are in place.

Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact:

Digital Ticketing Systems (t/a DigiTickets)

Sentio House, Pynes Hill, Exeter, Devon, EX2 5AZ

www.digitickets.co.uk/compliance-request

If you have concerns about how we use your personal information, you may submit a privacy complaint to us using the contact details above.

We will acknowledge your complaint and investigate it in accordance with applicable data protection legislation. We aim to respond without undue delay and within the timescales required by law.

If you remain dissatisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO).

Other Websites

This Privacy Policy applies only to this Website. Links to third-party websites are provided for convenience only. We are not responsible for the privacy practices of those websites, and we encourage you to review their privacy policies before providing any personal information.

Last Updated: 25 August 2026