Privacy Policy

Sherwood Observatory
Website Privacy Policy

About us

Sherwood Observatory is a non-profit-making registered charity (1187777). We are dedicated to promoting an interest in STEM subjects through the use of astronomy and space science and supporting the local visitor economy. We are based at Coxmoor Road, Sutton-in-Ashfield NG17 5LF.

This privacy policy applies to all personal information collected by, or submitted to us across all areas of our operation. The policy explains how we collect, store and use the personal data we hold. It clarifies the standards we have set to collect, use and store data responsibly and in compliance with UK data protection regulations.

We regularly review our data practices and procedures and this policy may change as a result. Please review the policy at www.sherwood-observatory.org.uk/privacy from time-to-time, and make sure you remain happy with it.

Any questions regarding this policy should be sent by email to [email protected] or by writing to The Operations and Customer Service Manager, Coxmoor Road, Sutton-in-Ashfield NG17 5LF.

What you can expect from us

On your behalf we are committed to:

• only collecting the data required to fulfil our obligations to you and our funders
• using personal data fairly and transparently
• ensuring personal data is stored and used in a secure environment
• giving you greater choice and control over how your personal data is collected and used.

Where we hold data we will ensure that it is:

• handled by us fairly and lawfully
• used only for specified and lawful purposes
• accurate, and kept no longer than necessary
• only transferred to third parties with your specific consent unless required by law
• properly protected and used only in accordance with your consent.

How we collect information

We collect information from you when you use our website, for example, when you book a place for an event or a visit, and when you book at reception or with our private hire, school and group visits, and events teams, make a Gift Aid donation, or consent to receive newsletters and updates from Sherwood Observatory.

The personal information we collect

The type of information we hold varies according to the nature of your visit to our website, our venue and facilities, or any work or volunteer and work experience activity undertaken on our site. This may include your:

• name
• address
• IP address
• mobile device identifier
• e-mail address
• telephone and/or mobile numbers
• school, organisation or company
• financial details related to visitor debit and credit transactions, and Gift Aid donations.

Third party handling of data

When you make a donation to us, or purchase a ticket from us using a debit or credit card, the data is collected by our third party payment processor, who specialises in the secure online capture and processing of credit/debit card transactions. This third party processor has confirmed the processes and systems handling your data are compliant with data protection regulations.

How we collect personal data

We only collect personal data when it is lawful for us to do so, and have been given informed consent to use. We only store data as long as is necessary, and we regularly review our data collection and storage processes to ensure they remain compliant with the law and any consents you have given. In some cases, we may need to store your data without consent for legal reasons, for example financial data we are required to share with HMRC for Gift Aidpurposes, or employment purposes.

This policy applies to information we collect in the following ways:

• visitors booking at our venue in person
• visitors booking online
• applications for jobs and volunteer work
• applications for student work experience
• any complaints we receive
• people making enquiries or asking for general help
• job applications
• donations.

How we use personal information

Based on your consent we will use your information to:

• pay for bookings and tickets
• process Gift Aid donations
• carry out obligations arising from any contract between us
• send you communications you have requested that may be of interest to you such as

e-newsletters, event invitations, special events, courses and news updates

• process volunteer applications, job applications, student work experience placements
• process and retain employment and volunteer records.

We review any personal data we hold on a regular basis to ensure that it is being held according to your wishes, and that it is held no longer than necessary, although legally we have to hold certain types of information for a set period, for example, the payment detail involved in the collection of Gift Aid donations.

Access to your personal data

We will not sell your data to third parties in part or whole, and we will not share your information with third parties for their own marketing purposes.

Where we use third party service providers to carry out audience research, and provide services such as processing bookings and ticket purchases, we ensure that the third party holding the information, stores this information securely and confidentially, in compliance with all legal requirements, and that this is no longer than is necessary. We will only send your personal data to the audience research provider if you have given your consent, for example by booking a ticket.

We will release information to a third party if you request us to do so, or where we are required to do so by law, for example, in the investigation or prevention of crime.

Giving you choice and control

You can choose whether or not you want to receive marketing communications from us, and you can control what sort of information you receive. We are committed to giving you detailed and clear options for receipt of these services, and we will only send communications to you after you have given your specific consent through our newsletter sign up, online booking forms, or when dealing with us over the phone, or face-to-face.

Accessing your personal data

To check what personal data we hold about you, please email us at [email protected], or write to The Operations and Customer Experience Manager,, Sherwood Observatory, Coxmoor Rd, Sutton-in-Ashfield NG17 5LF.

Personal data security

The security of your personal data is extremely important to us and we are taking a whole organisation approach to ensuring it remains secure. Every volunteer and member of staff has a specific responsibility for ensuring personal data provided to us is used in alignment with this policy.

Any sensitive information like bank account and credit/debit card details is encrypted and protected. When you are on our website providing your details for a booking, a lock icon will appear confirming the security of the page.

Email addresses can never be 100% secure because of the nature of transmission over the internet. As a result, when you transmit information to us you need to be aware this is at your own risk. When we receive that information we will take steps to ensure the security of your data on our system.

Use of ‘cookies’

Our website uses Google Analytics tracking cookies which are small pieces of information

stored in your browser to allow the website to recognise you when you visit. They do not identify you as an individual. They collect statistical data about your browsing actions and audience behaviour patterns, as well as your general location. You can switch off cookies by setting your browser preferences.

Use of Google Analytics allows us to understand how people use and find our website. They provide anonymous general information such as whether the visitor is using a computer or mobile phone. The information may also be used to:

• track visitors as they navigate our website
• improve the website’s usability
• analyse the use of our website
• administer our website.

Cookies are systematically deleted.

More information on cookies created by Google Analytics is available at

https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage

Links to other websites

This privacy policy applies only to our website. Where a web link is provided on our site to another website we would encourage you to read the privacy statement of that website first as we cannot be responsible for the privacy of another site. In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policy and practices of the owners and operators of the other site. We would encourage you to check that site’s privacy policy for reassurance.

Under 18 years of age

We will never ask for the personal information of anyone aged 18 and under. We require parental/guardian consent for such information to be given.

Data transfer outside the EU

The information which you provide to us may be transferred to countries outside the EU. For example, the e-marketing software servers we use to send out updates and newsletters may be based outside the EU domain. We have received assurances from the suppliers of these services that all necessary security measures are in place for the transfer of information on their systems, and that no data is stored on them long-term.

Policy review
This policy will be reviewed annually.
Date of policy 29 October 2024