Privacy policy

1. Introduction
1.1 This Privacy Notice explains how Rackleys Estates Limited (“we”, “our” or “Rackleys”) collects, uses, protects and shares personal information.
1.2 The use of “you” or “your” refers to someone who accesses our website because they are interested in using our services and / or they go on to use our services, or they supply us with services (together these are referred to as the “services”).
1.3 Where you use our services and we control the purpose for which any of your personal data is processed, we are referred to as the “data controller” of such information.
1.4 This Privacy Notice applies: to your use of any of our services where we are the data controller; where you supply services to us, and this involves any personal data; to any personal information collected from third parties where we are the controller of such information; and /or where you apply to us for a job.
1.5 Please note, our website makes use of cookies and similar technologies, as described in more detail in section 9 of this Privacy Notice.

2. Collection of User Information
2.1 “Personal data” is any information that can be used to identify you or that we can link back to you. It does not include data where the identity has been removed (anonymous data).
2.2 We collect and process your personal information to provide you an optimal experience when you interact with us. The following table describes the type of information we collect, the source of that information, our purposes for using the information, and any third parties with whom we may share the information.

2.3 We also collect, use, and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Website Activity Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

3. Legal Basis For Usage of Personal Data
Where we intend to use your personal data, we rely on the following legal grounds:
3.1 Performance of a contract: We need to collect and use your personal data in order to fulfil our contractual obligations to you. For example, if you are holding a wedding or event at Rackleys, you will be required to enter into a contract with us, and we will both have obligations under that contract.
3.2 Legitimate interests: Where we consider use of your information as being (a) non-detrimental to you, (b) within your reasonable expectations, and (c) necessary for our own, or a third-party’s legitimate purpose, we may use your personal data, which may include: for our own direct marketing or ongoing communication with you; our own internal admin purposes;
personalisation of the service(s) we provide to you; ensuring network and information security, including preventing unauthorised access to electronic communications networks and stopping damage to computer and electronic communication systems; and/or reporting possible criminal acts or threats to public security to the relevant authorities.
3.3 Compliance with a legal obligation: We may be required to process your personal data due to legal requirements, including employment laws, tax laws and other regulatory provisions applicable to us.
3.4 Consent: You may be asked to provide your consent in connection with certain services that we offer, for example in respect of any processing of your personal data for our marketing purposes. Where we are reliant upon your consent, you may withdraw such consent at any time by contacting us on hello@rackleys.co.uk

4. Our Commercial Purposes
4.1 Depending upon the circumstances in which we gather your personal data, we may use your information to provide you with services and information for any of the following purposes:
(a) accepting, coordinating, and managing a booking of our venue, for your event.
(b) to respond to your enquiries and maintain and develop our relationship with you.
(c) to provide you on an ongoing basis with information and services, including relevant marketing communications related to Rackleys, and other information or materials, that you request from us or which we feel may interest you where you have indicated that you would like to receive these from us.
(d) to evaluate, recruit, and hire personnel.
(e) ensuring the safety and security of our users, our staff, and all other visitors to our website and venue.
(f) administering our record-keeping for legal, tax, and operational purposes.
4.2 We may not be able to do some or all of these things without using your personal data.
4.3 If at any time we intend to change the purpose for which we hold your personal data, for example to offer you with a complimentary service that we may provide in the future, we will give you prior information of that new purpose, so you are aware of this.

5. Disclosures of Your Personal Information
5.1 To provide you our service and to fulfil our commercial purposes, we may disclose your personal information for our internal administrative purposes such as billing, promoting our events and services, and providing you or your organisation with services; provided in all instances that such processing is consistent with the relevant legal basis for usage of personal data, as set out above and in accordance with applicable law.
5.2 Other Disclosures. In addition to the foregoing, we may disclose personal information in the following circumstances:
(a) If you have consented to us sharing your personal information in this way.
(b) We deem it is reasonably necessary to provide you with the services that you have requested at any time.
(c) Such disclosure is to law enforcement bodies or other governmental authority.
(d) To exercise and defend legal or payment related claims.
(e) As part of a prospective or completed merger, acquisition, bankruptcy, or other transaction in which the third party assumes control of all or part of Rackleys.
5.3 Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service that they provide to you, on our behalf. When such third parties no longer need your personal data to fulfil this service, they will dispose of such details in line with our procedures; unless they are themselves under a legal obligation to retain information (provided that this will be in accordance with applicable data privacy laws). If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent unless we are legally required to do otherwise.
5.4 We may share information that does not reasonably identify you or your organisation as permitted by applicable law.

6. Retention
6.1 We retain the information we collect for no longer than is reasonably necessary to fulfil the purposes that such data was originally collected, in accordance with our internal data retention polices or to comply with our legal and regulatory obligations.
6.2 By law we have to keep basic information about our customers (including User Data) for six years after they cease being customers for tax purposes.
6.3 In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

7. Security
7.1 We are committed to protecting the security of any personal information you provide. We have implemented reasonable administrative, technical and physical measures in an effort to safeguard the personal information in our custody and control against theft, loss and unauthorised access, use, modification and disclosure. We restrict access to personal information on a need-to-know basis to employees and authorised service providers, who require access to fulfil their job requirements.
7.2 All employees, officers or contractors of Rackleys and third-party providers with access to confidential information are subject to access controls and confidentiality obligations, and we require our third-party data storage providers to comply with appropriate information security industry standards.
7.3 Whilst we continually strive to ensure that our systems and controls are updated to reflect technological changes, the transmission of information via the internet is not completely secure, and as such we cannot guarantee the security of your data transmitted to our online services, which is at your own risk.
7.4 If you communicate with us using non-secure web platforms, you assume the risks that such communications between us are intercepted, not received, delayed, corrupted or are received by persons other than the intended recipient.
7.5 Once we have received your information, we will take reasonable steps to use procedures and security features to try to prevent unauthorised access, modification or disclosure.

8. International Data Transfers
8.1 Rackleys is located in the UK and we will not transfer your personal data outside of the UK or the EEA.

9. Cookies
9.1 Rackleys advertises and markets its services in various ways. We may use cookies and related technologies to recognise you, and to receive information about your activity on our website.
9.2 Cookies are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work (or work more efficiently) to improve the user experience, as well as to provide certain information to us. We may, for example, collect information about the type of device you use to access our website, the operating system and version, your IP address, your general geographic location as indicated by your IP address, your browser type, the content you view and features you access on our website, the web pages you view immediately before and after you access our website and whether and how you interact with content available on our website.
9.3 Our website sets cookies which remain on your computer for differing times. Some expire at the end of each session, and some remain for longer so that when you return to our website, you will have a better user experience.
9.4 Which cookies we use:

9.5 We use analytic and performance cookies which allow us to optimise performance by collecting information on how users interact with our website, including which pages are visited most, as well as other analytical data. This enables us to improve how our website functions and to understand how our users interact with the website.
9.6 In addition, we also use statistic cookies to optimise the website experience for our users, which enables us to gain insight into the usage of our website.
9.7 By placing functional cookies, we make it easier for you to visit our website. This way, you do not need to repeatedly enter the same information when visiting our website and, for example, the items remain in your shopping cart until you have paid.

10. Control of Cookies
10.1 You may limit or disable cookies and third party personalised advertising in a number of ways: Adjust Your Browser Setting to Block Third Party Cookies.
10.2 You can use your web browser to directly block all cookies, or just third-party cookies, through your browser settings. Using your browser settings to block all cookies, including strictly necessary ones, may interfere with proper site operation. Guidance on how to control cookies in popular browsers is contained here:
Chrome
Safari
Edge
Firefox
10.3 To successfully opt out, you must have cookies enabled in your web browser (see your browser’s instructions for information on cookies and how to enable them). Your opt-out only applies to the web browser you use so you must opt-out of each web browser on each computer you use. Once you opt out, if you delete your browser’s saved cookies, you will need to opt-out again.
10.4 Set “Do Not Track”
Your browser and other mechanisms may permit you to send do-not-track signals or other similar signals to express your preferences regarding online tracking. However, because there is not yet a defined response to do-not-track requests, our website does not respond to your browser’s do-not-track request. We cannot control third parties’ responses to do-not-track signals or other such mechanisms. Third parties’ use of data relating to you and responsiveness to do-not-track signals is governed by their respective privacy policies.
10.5 Adjust Other Settings
You can adjust the information that other third parties collect about you:
Using Google’s privacy controls to opt-out of ads and cookies set by Google. Please visit Block certain ads and Opt out of seeing personalised ads
Using Facebook’s privacy setting to restrict Facebook’s use of cookies. Please visit Cookies and other storage technologies
10.6 If you wish to find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org which includes information on how to manage your settings for the major browser providers.

11. Your Rights
11.1 Under UK GDPR, we have a duty of care to ensure that your personal data is accurate and up to date. Therefore, please contact us to update or correct your information if it changes or if you believe that any information that we have collected about you is inaccurate at hello@rackleys.co.uk
11.2 Where you have consented to our processing your personal data, you can at any time withdraw such consent and/or tell us not to contact you with updates and information regarding our services (or part of them) either at the point such information is collected (by unticking the relevant box when you submit a request to us) or, where you do not wish us to continue to use your information in this way, by following the unsubscribe instructions within our newsletter sent to you.
11.3 Please note that where you withdraw your consent, we will no longer be able to provide you with services that rely on having your consent. You can also exercise this right at any time by contacting us using the contact details at the end of this Privacy Notice.
11.4 You can request: access to the personal data we hold about you corrections or updates to your details; the erasure of your personal data; and/or the portability of personal data that you have provided to us in a structured, commonly used and machine-readable format.
11.5 You also have the right to object to, or request the restriction of, our use of your personal data.
11.6 If you would like to exercise any of the rights set out in this section, please contact us. We may refuse to provide access where we have legitimate reasons for doing so under applicable data privacy laws, and in exceptional circumstances may charge a fee for access if the relevant legislation allows us to do so, in which case we will provide reasons for our decision.
11.7 We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
11.8 We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
11.9 You may submit a complaint to the Information Commissioners Office, details of which can be found at ico.org.uk
11.10 If you make a privacy complaint, we will respond to let you know how your complaint will be handled. We may ask you for further details, consult with other parties and keep records regarding your complaint.

12. Agreement and Changes
12.1 By submitting your personal data through our website, you agree to the collection and use of your personal data on the basis described above. If you do not agree, please do not provide any personal data via our website.
12.2 As technologies and information governance practices develop, and data privacy laws (and surrounding guidance) evolve, we may need to revise this Privacy Notice. You should therefore review this page regularly to ensure that you are aware of any changes to its terms.
12.3 This Privacy Notice was last updated on the date stated at the beginning of it. If there are material changes to the Privacy Notice, we will draw your attention to such changes prior to implementing them. Information collected under earlier versions of our Privacy Notice will then become subject to the terms of our new Privacy Notice.

13. Contact Information
13.1 If you would like to update your personal information or if you do not want to receive marketing communications from us in the future or if you have any questions about how we treat your personal data, you can contact us by e-mail at hello@rackleys.co.uk
13.2 Please note, we do not accept consumer rights requests via email.