Bath’s Historic Venues
Effective Date 18/05/2018
What personal information do we collect?
When you enquire about a private hire event within Baths Historic Venues in person, on the phone, by e-mail or via the website we may collect personally identifiable information such as your name, address, phone number and e-mail address. We may also need your partner’s or colleague’s details if we might be required to contact them too.
When submitting an enquiry via the enquiry webform on the website we will collect your name and e-mail address only. Our website may also log some information about website users (such as IP addresses). The latter is anonymous and is held purely for system administration purposes. In addition if you choose to purchase a ticket or product from us, our third-party payment processors World Pay will collect your payment information.
How we store personal data
Personal data obtained as part of the booking process for private hire events is stored on Artifax, our secure booking system. Artifax is a secure web browser application hosted on Bath & North East Somerset Council’s servers. Hard copies of booking forms and contracts are stored in a locked filing cabinet with access restricted to essential users. Personal data relating to private hire events is held for up to four years after which it is deleted.
Personal information obtained via the website will be stored on a secure server and will be processed by Bath and North East Somerset Council as the data controller. This data will be held and processed under the terms of the Data Protection Act 2018. Such information may be shared across Bath and North East Somerset Council for the purpose of providing services to you. When you submit personal information using the Enquiry Form on www.bathvenues.co.uk the webform submissions are stored for up to 6 months after which they will be deleted.
Our third-party payment processor, World Pay will not retain, share, store or use personally identifiable information for any other purposes.
How we use personal data
Personal data obtained as part of the booking process for private hire events, or data obtained via our Enquiry webform, may be shared with our contracted caterer at the Pump Room and Assembly Rooms (currently Searcys). Searcys will only use this data to contact you about your specific event enquiry or with regards to the specific event you have booked. They will not share this data.
In line with guidance issued by the Department for Health and Social Care, we may share your name, telephone number and/or email address with NHS Test and Trace personnel, if asked, in the event of a fellow guest or staff member testing positive for Coronavirus. NHS Test and Trace will only use this data for NHS care, management, evaluation and research.
We may use your data to contact you about opportunities for hosting additional events within Bath’s Historic Venues or to tell you about forthcoming events taking place within Bath’s Historic Venues that may be of interest.
We will not give information about you to anyone else, or use information about you for other purposes, unless your consent has been given or the law allows this.
The use of your personal information is also covered by our registration under the Data Protection Act 2018. You can, under this legislation, request a copy of the information we hold about you. If any information we hold about you is incorrect please let us know. We are committed to upholding the principles of the Data Protection Act, and will not process your information in a way incompatible with these principles. An individual who seeks access, or to correct, amend or delete inaccurate data should direct his query to [email protected](link sends e-mail). If requested to remove data, we will respond within 30 days.
By purchasing a ticket or product from our website you consent to allowing us to contact you in relation to this purchase. If you opt in to receive our e-newsletter information collected through the Mailchimp Service may be stored and processed in the United States, Europe, or any other country in which Mailchimp or its subsidiaries, affiliates or service providers maintain facilities.
This privacy statement only covers the websites run by the Heritage Services section of Bath & North East Somerset Council. Other links within these sites to other websites are not covered by this privacy statement.
We aim to ensure that our websites are up to date and relevant for our visitors. To help us achieve this goal we use Google Analytics and other analytical systems to analyse anonymous data collected by cookies about how visitors use our websites. This data also helps us to measure the success of our marketing campaigns across Heritage Services.
Measuring website usage (Google Analytics)
We use Google Analytics on an ongoing basis to collect information about how people use the website, and from time to time use other third-party services. We do this to make sure we are meeting our users' needs and to understand how we can improve the site.
Google Analytics stores information about what pages you visit, how you got here and what you click on. We do not collect or store any personal information (e.g. your name or address) so this information cannot be used to identify you. We do not allow Google to share our analytics data.
We use Google Analytics Demographics and Interest Reporting to more accurately determine customers by age, gender and interests. This helps us better establish the types of content we make available and what we produce online is relevant to our audiences.
You can opt out of Google Analytics by implementing the Google Analytics Opt-out Browser Add-on(link is external).