Privacy Policy

At Letchworth Settlement (referred to as ‘we’ or ‘us’ in this document), we are committed to complying with the General Data Protection Regulation and to protecting and respecting your privacy.

We have published this notice to help you understand:

  • how and why we collect information from you;
  • who we share your information with, why and on what basis; and
  • what your rights are.

Any questions regarding this Policy should be sent by email to [email protected] or by post to Letchworth Settlement, 229 Nevells Road, Letchworth GC, Herts., SG6 1BX. Alternatively, you can telephone 01462 682828.

Who are we?
We are Letchworth Settlement, an independent adult education centre and registered charity (no. 311085) delivering a diverse programme of courses covering arts and crafts, languages, creative writing and special interest subjects.

How do we collect information from you?
We obtain information about you when you register on our website or when you enrol, join as a member, join a waiting list or elect to join our mailing list for email newsletters and/or a brochure.

What information is collected from you?
When you join as a member or enrol on a course or workshop you enter into a contract with us. The information we collect is:

  • name
  • address
  • email address
  • contact numbers
  • whether a taxpayer for Gift Aid purposes

How is your information used?
The table below shows what we use your information and under which legal basis.

What We Use Your Personal Information for: Our Reasons (Legal Basis):
Respond to an enquiry you have made Legitimate interests
Process your enrolments and membership Fulfilling a contract
Deliver membership benefits, e.g. email newsletters/a brochure Fulfilling a contract
Deal with entries into a prize draw or competition Fulfilling a contract
Inform you about classes and activities at the Settlement Legitimate interests
Notify you of changes to our services or seek your views or comments on the services we provide Legitimate interests

How long do we keep your information?
We will review our retention periods for personal information annually. We are legally required to hold some types of information for specific periods to fulfil our statutory obligations (for example the collection of Gift Aid).

Who has access to your information?
We will not share your information with third parties for marketing purposes nor will we sell or rent your information to third parties unless we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

Who do we share your information with and why?
We work with a number of trusted partners who provide support or provide services on our behalf (for example IT support or to send you mailings). These partners will only hold the minimum amount of personal information needed in order to provide the necessary service.
Online Payments: We work with a trusted third party payment processing provider in order to securely take and manage payments.

 Keeping in touch with you
Our email newsletter and brochure are part of your membership benefits and will be sent to you, but you may choose not to receive them if you wish.
If you do not want to receive communications from us about the services and activities we offer, then you can select your choices by ticking the relevant boxes situated on the enrolment form or online.
You can change your marketing preferences at any time by contacting us by email: [email protected] or by post.

 How you can access and update your information

It is important to us that we have accurate records. If you change your email address, phone number or postal address, please let us know by email at: [email protected] or by post.

You have the right to ask to see or correct the data we hold about you or ask for your data to be transferred electronically to a third party. You may also request that your data is deleted but this may be refused if the data is needed for business or legal purposes. Please address any concerns to [email protected] . You have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns .

May 2018