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Garthmyl Hall is a division of RVW PUGH LTD which consists of the following divisions: 3 sites selling Agricultural Machinery, Garthmyl Hall, a bespoke Wedding Venue and a Building Team.
Garthmyl Hall (and RVW PUGH LTD) needs to gather and use certain information about individuals, including customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact.
This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law.
Why this policy exists
This data protection policy ensures Garthmyl Hall (and RVW PUGH LTD):
This policy applies to all branches, staff, volunteers, contractors, suppliers and other people working on behalf of Garthmyl Hall (RVW PUGH LTD).
It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:
The IT and Data Protection Officer, Yvette Evans, is responsible for:
The Marketing Manager, Ceri Jones, is responsible for:
What data is collected by the group?
For all divisions, data will be collected from you in order to complete general sales and admin processes such as quoting, invoicing and account setup.
Regarding Garthmyl Hall, if you wish to make an enquiry you will be encouraged to use the enquiry form on the contact page on the Garthmyl Hall website which asks for first name, last name, email address and how you heard about us. The website then generates a notification email that is sent to us (the emails are not sent via encrypted channels by default). This information is only used to communicate with you regarding the initial enquiry. In addition there is a check box on the form which needs to be ticked in order for your information to be added to our mailing list for marketing purposes. As of May 25th 2018, if this box is not ticked you WILL NOT be added to the mailing list. There is the option to opt out of email marketing at any time.
If you enter a competition at an event that we are hosting you will fill in a competition slip that will ask for your full name, e-mail address and contact number. You will also have the option to tick if you are happy for us to contact you with future promotions. Ticking the ‘Yes’ you will be consenting to being added to our email marketing lists that promote similar products and services.
What is the purpose of this data collection?
Marketing is an important part of our business as it ensures that you are up to date with all of our events, promotions, news and future developments. All customer account information will be kept confidential and not be used elsewhere in the company without permission of the individual.
How is your data processed and who has access to it?
Garthmyl Hall (and RVW PUGH LTD) use the on-line email marketing system MailChimp that operates from the US. This organisation is fully compliant with recent GDPR guidelines.
Garthmyl Hall (and RVW PUGH LTD) use Google Analytics on the www.garthmyhall.co.uk website to help us to analyse trends and improve our marketing efforts. Anyone that visits these websites will have their IP addresses collected but we do not distribute or sell this information to anyone else. Google Analytics is fully compliant with recent GDPR guidelines.
All of our websites are developed and hosted by Gloversure who store basic server access logs for debugging, security and service review (and not for marketing purposes). The data is also stored in a segregated database which they have access to in order to perform maintenance and the occasional debugging. Gloversure may also create additional log files for debugging and testing purposes. These will exist for as long as the files are needed and are deleted straight after and are typically not backed up.
Backups are securely transferred over an encrypted tunnel and go back potentially years. They are kept physically and digitally secure by Gloversure with locks and passwords. Encryption of the storage disks are used only when required.
How long will your data be stored by the group?
In accordance with GDPR we will reconfirm data from email marketing every 2 years. Until this time your personal data will only be kept as a confirmation of consent and stored on MailChimp which can only be accessed by our staff that are fully GDPR aware and compliant. Data stored for customer purchases will be kept unless a formal agreement of account closure has been presented to RVW PUGH LTD or Garthmyl Hall. Remember: you may opt out from any email marketing by using the unsubscribe links at the bottom of the marketing emails at any time.
Any individual has the right to contact us in writing to update or remove any of their information at any time.
We will conduct staff training on how to store data as well as use of it in the future.
IF YOU HAVE ANY QUESTIONS ABOUT HOW YOUR DATA IS STORED OR IF YOU WANT US TO REMOVE YOUR DATA THEN PLEASE CONTACT: firstname.lastname@example.org