Privacy Policy

Visit Newbury is part of Newbury Business Improvement District Community Interest Company (company number 06977701). Newbury BID CIC is the controller for the personal data we process, unless otherwise stated. This privacy policy explains how we use any personal information we collect about you when you engage with us.

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What information do we collect about you?

We may collect personal data from you (for example your name, address, email address and telephone number) when you contact us by post, telephone, email or social media, when you voluntarily complete one of our online forms, when you sign up for our newsletter, or when you place a booking with us.

We may also collect personal data (for example photographs and videos) when you attend one of our events.

In addition to this, website usage information is collected using cookies.

Please note that all data captured is used and held in accordance with the requirements of the General Data Protection Regulations (GDPR) 2016 and the Data Protection Act (DPA) 2018.

How is this information used?

The way we process the personal information you provide to us depends on how and why you are engaging with us. The table below summarises our legal basis for processing your data and how it is used in each instance:
Reason for collectionLegal basis for processingHow data is used
Submitting an enquiry to usLegitimate interestsTo respond to your enquiry
Signing up to our newsletterConsentTo send you our email newsletters, which you can opt-out of at any time by clicking the “Unsubscribe” link on any email newsletter we send to you
Placing a booking with usContractTo administer your booking and to fulfil our contractual requirements
Taking photos and videos at Newbury BID-organised eventsLegitimate interestsTo use in promotional literature including but not limited to email campaigns, press adverts, social media campaigns, event reports/reviews, and on our website visitnewbury.org.uk
Please note that you may object to images or videos of you being used – please contact us to object
CookiesLegitimate interests (enabling us to compile reports and to improve the website)To generate aggregate statistics about our site visits and users of our website

Who might we share your data with?

We will not share your information with any third parties for the purposes of direct marketing. We will only share your personal data with Government bodies and law enforcement agencies (if required by law), any successors in title to our business, and suppliers we engage to process the data on our behalf (these may include direct mail fulfilment houses, email marketing providers, and third-party contractors). We have contracts in place with our data processors, which means they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

In the case of photos and videos, we may share these with social media platforms and publications such as the Newbury Weekly News for promotional purposes.

Will your data be processed outside of the European Economic Area?

Given that the Internet is a global environment, using it to collect and process personal data may involve the transmission of data on an international basis. This means, for instance, that data you pass to us may be processed outside the European Economic Area, although the data will always be held securely and in line with the requirements of UK data protection legislation. In particular, your data may be processed in the U.S. by MailChimp and Office365. Suitable safeguards are in place in relation to these international transfers. Please email or write to us at the address below to obtain a copy of these safeguards.

How long will your personal data be stored for?

Your personal data will be retained for a period of up to two years from the last time you engage with Visit Newbury or Newbury BID, which can include submitting an enquiry to us, opening an email from us, clicking on a link within an email from us, or unsubscribing from our marketing. If you unsubscribe, your personal data will be suppressed for marketing purposes, and your email address will be retained for up to two years to provide a unique identifier to log a record of your previous consent and your withdrawal of consent/objection to marketing.

Photos and videos taken for promotional activity will be retained indefinitely to maintain a visual record of past events, and to be used for future promotional purposes (including by any appointed third parties). Please note that you may request any photos or videos of you be deleted – please contact us to request this.

Your data rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

You have the right to see what personal data we hold about you (Your right of access), to have your personal data deleted (Your right to erasure) or corrected (Your right to rectification), to object to or restrict data processing in the future (Your right to object to processing/to restriction of processing), and to request that we transfer the information you have given us to another organisation (Your right to data portability).

Please note, in line with the requirements of the Data Protection Act 2018, all subject access requests will be responded to without undue delay and in any event within one month of receipt of the request.

To obtain a copy of the personal information we hold about you, or to update the information we hold about you, please email or write to us at this address.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), which is the UK’s data protection authority. For further information about how to report a concern visit the ICO’s website.

Use of cookies

Cookies are small text files placed on your computer by websites you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to set your browsers not to accept cookies, visit http://www.allaboutcookies.org/.

To opt out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout.

Marketing

Please note that your information may be used to send you newsletters which include details of those products or services that we, or our BID levy payers, offer that we have identified as likely to be of interest to you. This will be in accordance with the consent you have given to receive these newsletters.

If you would like to withdraw your consent and opt-out of receiving communications from us, you are free to do this at any time. Please email us or unsubscribe via the link provided within the emails we send you.

Other websites

Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.

Changes to our Privacy Policy

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 21 March 2021.

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you:

By email
By post to Newbury BID, Broadway House, 4-8 The Broadway, Newbury RG14 1BA
By phone on 01635 760505

Newbury BID CIC, registered in England and Wales with company number 06977701. Registered Address: Broadway House, 4-8 The Broadway, Newbury RG14 1BA

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