The Arkwright Society Privacy Policy
The Arkwright Society has been engaged in the practical conservation of industrial monuments and educational activities since 1971. It is a registered charity aimed at promoting education and conservation, focusing on the Cromford Mills site. The Society also owns and cares for Slinter Woods, Dunsley Meadows and the Lumsdale Valley, investing in woodland management and nature conservation, as well as the protection of the Scheduled Monument at Lumsdale.
The privacy and security of your personal information are extremely important to us, and the Arkwright Society is committed to protecting it. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information. We’ll only send you information if you agree to receive it and we’ll keep this page updated to show you all the things we do with your personal data.
From May 2018, when the UK General Data Protection Regulation comes into force, the Arkwright Society must ensure that its supporters “opt-in” for marketing communications. In line with this, we have introduced a new approach, which gives you a choice about how and what we contact you with. You will have to directly give your consent about how we can contact you, choose which messages you receive, and select how you want to receive the communications (email, phone or post).
We’ll only use your personal data on relevant lawful grounds as permitted by the Data Protection Act 2018 and the UK General Data Protection Regulation (GDPR). Personal data provided to us will be used for the purpose or purposes outlined in any fair processing notice in a transparent manner at the time of collection or registration where appropriate, in accordance with any preference you express. We will never sell your personal data and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
Your personal data (i.e. any information which identifies you or which can be identified as relating to you personally) will be collected and used by the Arkwright Society (charity no. 515526) in England and Cromford Mills Ltd (The Mill Shop, Arkwright’s Café and Wheatcrofts Wharf Café), (Company No: 2913429)
Both the Arkwright Society and Cromford Mills Ltd (together referred to as “The Arkwright Society”) are based at Cromford Mills, Mill Lane, Cromford, Derbyshire, DE4 3RQ. For the purposes of data protection law, The Arkwright Society will be the controller.
We would love to keep in contact but don’t want to outstay our welcome. We’ll act upon your choice of how you want to receive communications (for example, by email, post or phone). However, there are some communications that we need to send. These are essential to fulfil our promises to you as a member, volunteer, donor or buyer of goods. Examples are:
You can decide not to receive communications or change how we contact you at any time. If you wish to do so, please contact The Arkwright Society by:
Any questions you have in relation to this policy or how we use your personal data should be sent to officemanager@arkwrightsociety.org.uk or addressed to The Office Manager, The Arkwright Society, Cromford Mills, Mill Lane, Cromford, Derbyshire, DE4 3RQ.
If you purchase The Arkwright Society membership as a gift for someone or join as a family, your details will be recorded (as will the recipients), and your relationship to that person will be recorded.
Information created by your involvement with The Arkwright Society
Your activities and involvement with The Arkwright Society will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our activities.
If you decide to donate to us, then we will keep records of when and how much you give to a particular cause.
We may collect information from social media where you have given us permission to do so or if you post on one of our social media pages.
Occasionally, we may collect information about certain supporters (e.g. particularly well-known or influential people) from public sources. This could include public databases (such as Companies House), news or other media. We don’t do this to everyone; it is the exception, not the rule.
We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about supporters and members. However, there are some situations where this will occur (e.g. if you volunteer with us or if you have an accident at one of our sites). If this does occur, we’ll take extra care to ensure your privacy rights are protected.
If an accident or incident occurs on our property, at one of our events or involving one of our staff (including volunteers), then we’ll keep a record of this (which may include personal data and sensitive personal data).
We need to use your personal data to manage your volunteering from the moment you enquire until 6 years post volunteering.
This could include: contacting you about a role you’ve applied for or we think you might be interested in, expense claims you’ve made, shifts you’ve booked and recognising your contribution. It could also include information from us about things happening, about your volunteering, including asking for your opinions on your volunteering experience.
If you are a volunteer (whether for specifically The Arkwright Society or if you are helping us for other reasons – for example, you work for another organisation which is running an event with us), then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.
We use the personal data you provide as a member to service your membership. This includes sending renewal information to annual members by mail and email and sending Newsletters and information about our Annual General Meeting. All data is kept for 6 years post-membership.
We only ever use your personal data with your consent or where it is necessary in order to:
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):
We use personal data to communicate with people, to promote the Arkwright Society and to help with fundraising. This includes keeping you up to date with our news, updates and fundraising information. For further information on this please see Section 6 on Marketing.
We use personal data for administrative purposes (i.e. to carry on our charity and restoration work). This includes:
Your data will be used to communicate with you throughout the process, including to confirm we’ve received your order and payment, to clarify where we might need more detail to fulfil an order or booking, or to resolve issues that might arise with your order or booking. We may also hold dietary requirements for events.
We carry out research with our members, visitors, staff and volunteers to get feedback on their experience with us. We use this feedback to improve the experiences that we offer and make the Arkwright Society a stronger and more effective organisation. If you choose to take part in research, we’ll tell you when you start what data we will collect, why and how we’ll use it.
As a charity, we rely on donations and support from others to continue our restoration and regeneration work. From time to time, we will contact members and supporters with fundraising material and communications. This might be about an appeal, a competition we’re running, or to invite you to a special event to find out more about the ways in which you can help to make a difference to specific projects and to our cause.
If you make a specific donation, we’ll use any personal information you give us to record the nature of the amount of your gift, claim gift aid where you have told us you are eligible and thank you for your gift. If you interact or have a conversation with us, we’ll note anything relevant and store this securely on our systems.
If you’ve told us you’re planning to, or thinking about, leaving us a gift in your will, we’ll use the information you give us to keep a record of this – including the purpose of your gift; if you let us know this. If we have a conversation or interaction with you (or with someone who contacts us in relation to your will, for example, your solicitor), we’ll note these interactions throughout your relationship with us, as this helps to ensure your gift is directed as you wanted.
Marketing is broadly defined and includes news and information about:
All our newsletters, therefore, contain some marketing as well as historical snippets.
Members Newsletters: We send these out to all our members as a way of keeping in touch. You can choose to unsubscribe at any time, but please be aware that you will only then hear from us once a year, by post, with the Annual Review and details of the AGM. (Members who joined pre-2022 will still receive two summaries of these newsletters by post if they choose to unsubscribe)
We will never sell your personal data. We may contact you with information about our partners or third-party products and services, but these communications will always come from The Arkwright Society and are usually incorporated into our own marketing materials.
Occasionally, where we partner with other organisations, we may also share information with them (for example, if you register to attend an event being jointly organised by us and another charity). We’ll only share information when necessary.
If your child enters a competition and is one of the lucky winners or runners-up, we’ll publish their name and winning entry alongside the other winners. Parental permission: If your child is under 18 then we’ll need permission from you as their parent or guardian for them to enter one of our competitions or to share a picture, photo or story with us.
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.
Electronic data and databases are stored on secure computer systems, and we control who has access to information (using both physical and electronic means). Our staff receive data protection guidance, and we have a set of data protection procedures which personnel are required to follow when handling personal data.
All electronic Arkwright Society forms that request financial data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers.
If you use a credit card to donate, purchase a membership or purchase something online we will pass your credit card details securely to our payment provider (Stripe). The Arkwright Society complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council and will never store card details.
When purchasing goods or services from any of the businesses that our site links to, you will be entering into a contract with them (agreeing to their terms and conditions) and not with The Arkwright Society. (eg booking event tickets through WeGotTickets)
Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
Part of our site has CCTV, and you may be recorded when you visit them. CCTV is there to help provide security and to protect both you and the Arkwright Society. CCTV will only be viewed when necessary (e.g. to detect or prevent crime), and footage is only stored temporarily. Unless it is flagged for review, CCTV will be recorded over.
The Arkwright Society complies with the Information Commissioner’s Office CCTV Code of Practice, and we put up notices so you know when CCTV is in use.
The Arkwright Society’s operations are based in the UK, and we store our paperwork within the UK. Some organisations which provide services to us may transfer personal data outside of the UK, but we’ll only allow them to do if your data is adequately protected.
For example, our cloud-based storage is with Microsoft. As a US company, it may be that using their products result in personal data being transferred to or accessible from the US. However, we’ll allow this as we are certain personal data will still be adequately protected (Microsoft is certified under the USA’s Privacy Shield scheme). We also use Mail Chimp and Google Analytics.
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored depends on the information in question, what it is being used for, and whether legal retention periods apply. As a general rule Personal data is retained for 6 years after a member/volunteer/staff member has left.
We continually review what information we hold and delete what is no longer required. We never store payment card information.
This is the privacy policy as it directly relates to the web page; please see more details on the website here.
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
Please keep in mind that there are exceptions to the rights above, and though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you would like further information on your rights or wish to exercise them, please write to the Office Manager at The Arkwright Society, Cromford Mills, Mill Lane, Cromford, Derbyshire, DE4 3RQ, or email officemanager@arkwrightsociety.org.uk
You can complain to The Arkwright Society directly by contacting the Office Manager using the details set out above. If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk
We’ll amend this Privacy Policy annually to ensure it remains up-to-date and accurately reflects how and why we use your personal data. The current version of our Privacy Policy will always be posted on our website.
© Cromford Mills 2023
