The Cayzer Family Archive takes your privacy seriously, and we only collect and use the minimum personal information required to carry out our activities, as detailed below. The Cayzer Family Archive is a data controller in respect of your personal data, which is defined as any data that can be used to identify you, or which is linked to you, and over which the Archive has control.
Our Contact Details
Name: The Cayzer Family Archive
Address: Cayzer House, 30 Buckingham Gate, London SW1E 6NN
Phone No: 020 7802 8080
The type of personal information we collect
We currently collect and process personal information provided by you to the Archive, as well as some personal information collected indirectly (see below). Two specific examples of personal information collected are as follows:
– Names and email addresses;
– Dates of birth and details of spousal/familial relationships (for use on the Cayzer family tree).
How we get the personal information and why we have it
Some of the personal information we process is provided to us directly by you for one of the following reasons:
– Contacting the Archive regarding requests for information;
– Being added to the Archive’s mailing list on direct request;
– Entering into a contract with the Archive for supply of goods or services to the charity.
We also hold some personal information that has been acquired directly or indirectly for use on the Cayzer family tree. The version appearing on the Archive’s website is limited to names, years of birth, and spousal/familial relationships for living family members over 18 years of age. This limited information is usually already in the public domain.
We use the information that we hold solely in order to contact you with responses to your queries, to send newsletters to family members on our mailing list (if requested), and to populate and maintain the Cayzer family tree as part of our charitable objects to advance education for the public benefit by the preservation, maintenance, and exhibition of the historical archives of the Cayzer family business.
Disclosure of personal data to third parties
This may be
– to provide services or perform obligations where a contract is in place;
– for management and administration of the Archive’s business, or its internal policies & procedures;
– to IT contractors, or other third-party service providers, bound by obligations of confidentiality;
– as required by law, regulation, or court order (e.g. if the Archive is required to comply with any legal or regulatory obligation); and
– in order to defend the Archive’s legal rights (e.g. in the case of seeking legal advice or in connection with legal proceedings).
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting firstname.lastname@example.org.
(b) Contract performance. Your personal data may be needed where the Archive enters into a contract with you.
(c) Legitimate interest. Where we have a legitimate interest to use your personal data (see below).
(d) Compliance with law or regulation. Where we are required to use your personal data to comply with laws or regulations.
For members of our mailing list, we have specifically sought your consent to retain your personal details, so that we may communicate with you whenever a newsletter is available to be sent out. Where we retain personal information in order to respond to an enquiry received, or where the information is used to populate and maintain the Cayzer family tree, we retain personal data as part of the legitimate interest to enable us to carry out our activities, as part of our charitable objects as outlined above.
How we store your personal information
Your information is securely stored, and standard security measures are in place around email communication.
We keep names and email address of members of our mailing list for as long as any member wishes to receive our correspondence. We keep names and email addresses of individuals who have contacted us with queries for as long as the correspondence continues, depending on the purpose of the enquiry. Our retention periods are also based on our business needs and good practice. We keep names, dates of birth, and spousal/familial relationships for as long as this is required for use on the Archive’s family tree, in accordance with the objects of the charity.
All records are deleted as soon as they are no longer needed for any of the above purposes. Should anyone wish their data to be removed, they should contact us at email@example.com.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at firstname.lastname@example.org if you wish to make a request.
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If you have any enquiries about this notice, or wish to amend or delete your contact details from our record, please contact us directly at email@example.com
This notice is compliant with the Data Protection Act (DPA) 1998 and the EU General Data Protection Regulation (EU) 2016/679 (GDPR), which replaced the DPA on 25th May 2018.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at firstname.lastname@example.org
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk