How we use your information
This statement describes what types of information we collect from you, how it is used by us, how we share it with others, how you can manage the information we hold and how you can contact us.
Visitors to our websites
When someone visits www.swantonmorleyhouse.co.uk we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Links to other websites
Security and performance
Our website is hosted by Business Equip via a secure WPI engine, a third-party hosting provider. The server is located in the UK.
Contacting us via our website
If you send us a message using our contact form on our website, the message will be stored on our website and a copy of the message will be sent to our email account (see also contacting us via email below). The information you provide (name, email address, telephone number) will be used to correspond with you regarding your wedding venue enquiry.
Contacting us via email
We use a third-party provider, Google Apps for our email. Google Apps uses Transport Layer Security (TLS) to encrypt and protect email traffic however, if your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Contacting us via social media
If you send us a private or direct message via social media the message will be stored on each platform. It will not be shared with any other organisations.
Contacting us by post
If you write to us, your correspondence will be kept in hard copy whilst your enquiry or booking is active.
Visiting us in person
If you visit our venue in person to view it as a prospective location for your wedding ceremony and/or wedding reception we will ask you to complete one of our wedding enquiry forms. The information collected via this form (wedding couple names, contact email, telephone number and address) will be used to correspond with you following your viewing, to provide further details regarding our venue and to assist with any future booking.
If you book our venue for your wedding and/or wedding reception we will collect the following information from you:
- Full names of the wedding couple;
- Full addresses of the wedding couple;
- Email addresses of the wedding couple;
- Contact telephone numbers of the wedding couple;
- Contact information relating to the key people of the bridal party and anybody who will be providing services for the wedding;
- Details of the proposed marriage service/ceremony (date, time and location); and
- Any other information that is necessary in order for us to carry out our contract with you of providing a wedding venue for your marriage and/or wedding reception.
We hold contact information of our clients, along with accounting records to meet the requirements of HM Inland Revenue. We will email clients with invoices and invoice reminders.
Use of images and film
Images and film taken during the hire period for a wedding and/or wedding reception may be used for advertising purposes including use on our website, printed adverts and social media accounts. Full names or other personal information will NOT be included or tagged (unless otherwise previously agreed) with any images or film which may be used. Express permission for the use of images and film will always be sought prior to their use.
We use Dropbox and WeTransfer for the purposes of storing and sharing image files.
Where clients provide reviews of our wedding venue, these may be used on our website for prospective clients to view. We will include the first names of the wedding couple and the month and year of their wedding along with their review.
How long do we keep your information for?
We do not retain personal information in an identifiable format for longer than is necessary.
If you are a client, we will hold your personal information for 12 months from the date of your wedding\wedding reception. We hold your personal information for this period to deal with any administration matters that may arise following your wedding. If specifically agreed by you, we will retain your name(s)s and email address(es) so that we may invite you to any future events held at Swanton Morley House and Gardens (e.g. open gardens). This information will be held for 10 years from the date of your wedding with the option to extend this period should you so wish to be kept informed.
Where we have obtained your personal information following an enquiry via email, telephone call, website enquiry or by visiting us in person, we will hold your personal information for 6 months from the date we collect that information, unless during that period we form a relationship with you and you become a client. We hold your personal information for this period to give us an opportunity to form a relationship with you and follow up with any further details you may require regarding our wedding venue.
Information collected via Google Analytics when visiting our website, will be retained for a period of 38 months in order for us to review visitor behavioural patterns over a period of three years.
Images, film and client reviews used for advertising purposes will be kept and used as described above whilst our business remains as a wedding venue or will be deleted at your request.
The only exceptions to the periods mentioned above are where:
- The law requires us to hold your personal information for a longer period, or delete it sooner;
- Where you have raised a complaint or concern regarding our contract, in which case we will retain your information for a further period until the complaint or concern is resolved; or
- You exercise your right to have the information erased (where it applies) and we do not need to hold it in connection with any of the reasons permitted or required under the law.
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.
Access to personal information
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
You may request details of personal information which we hold about you under the Data Protection Act 1998. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
If you would like a copy of the information held on you please see below about how to contact us.
If you believe that any information we are holding on you is incorrect or incomplete, please write to us or email (firstname.lastname@example.org) us as soon as possible at the address below. We will promptly correct any information found to be incorrect.
How to contact us
Swanton Morley House and Gardens
Hoe Road North
The contents of this statement may change from time to time so you may wish to check this page occasionally to ensure you are still happy to share your information with us.