Privacy Policy

Privacy Notice of Longfields Circle Ltd

Effective Date: 8th April 2024
Company Registration Number: 15627857
Registered Office: Bury Lodge, Bury Road, Stowmarket, England, IP14 1JA

This privacy notice sets out how Longfields Circle Ltd (referred to as “we,” “us,” or “our”) collects and processes your personal data. It provides information that is legally required and outlines your rights in relation to your personal information. This privacy notice relates to personal information that identifies you as a natural person, whether you are a member, an event attendee, a website visitor, or an individual outside our organisation with whom we interact.

The privacy and security of your personal information are important to us, and we are committed to ensuring that your information is managed and protected appropriately. Please read this privacy notice carefully to understand how we collect, use, and safeguard your personal data. This notice may be updated periodically, so please check it regularly. This privacy notice was last updated on [Insert Date].

1. Controller and Contact Details

For the purposes of relevant data protection legislation, Longfields Circle Ltd is a data controller of your personal data. As a controller, we process your personal data in accordance with this privacy notice.

Data Protection Officer:
Our Data Protection Officer is Luke Broadley, who you can contact via telephone at 01473 784500,  by email at info@longfieldscircle.co.uk, or by writing to Longfields Barn, Charity Lane, Otley, Suffolk, IP6 9NA.

2. Information We Collect About You and Its Sources

The personal data we collect about you may include the following:

• Personal      Information: Your name, address, contact details (phone number and      email), and business information when you register for membership, attend      our events, or subscribe to our newsletters.
• Event      Information: Details you provide when signing up for or attending      events, such as dietary requirements or preferences.
• Financial      Information: Bank details or payment card information when you set up      a membership or pay for an event via our direct debit or payment      processing services.
• Website      Usage Data: Your IP address and online identifiers when you visit our      website, including data gathered through cookies.

We may collect your personal data directly from you through forms, telephone conversations, email communications, or face-to-face interactions during our events. In addition, we may collect data from publicly available sources where legally permissible.

3. How We Use Your Personal Data and Legal Basis for Processing

We use your personal data for the following purposes:

• Membership      Management: To manage your membership, process payments, and provide      the services and benefits included with your membership. This processing      is necessary for the performance of our contract with you.
• Event      Coordination: To organise events, manage attendance, and provide      necessary event information. This processing is also necessary for the      performance of our contract with you.
• Communication:      To send you information about our events, news, updates, and other      relevant communications related to your membership or interactions with      us. This is based on our legitimate interest in keeping our members and      contacts informed.
• Marketing:      Where you have provided your consent, we may use your information to send      you marketing materials about our services and events.
• Website      Functionality: To monitor the use of our website, improve our      services, and enhance your user experience. This is done through the use      of cookies and similar technologies.

4. Who We Share Your Personal Data With

We may share your personal data with:

• Service      Providers: Third-party vendors that provide services such as payment      processing, IT support, marketing, and event management, solely to enable      us to deliver our services to you.
• Event      Partners: When you participate in our events, your name and business      details may be shared with event organisers, sponsors, or partners for      event facilitation and networking purposes.
• Regulatory      Bodies: Authorities or regulatory entities if required for legal or      compliance purposes.
• Third      Parties: If our business or part of it is bought or merged with      another company, your data may be shared with the other company to ensure      continuity of services.

When transferring your personal data outside of the UK or European Union, we ensure that adequate levels of protection are in place in compliance with data protection laws.

5. How We Protect Your Personal Data

We have implemented appropriate technical and organisational measures to protect your personal data from unauthorised access, use, or disclosure. These measures include:

• Data      Encryption: Protecting sensitive data during transmission and storage.
• Access      Control: Restricting access to personal data to authorised personnel      only.
• Regular      Audits: Conducting regular reviews of our data protection policies and      procedures.

6. Your Rights

Under data protection law, you have rights regarding your personal information, including:

• Access:      Requesting a copy of the personal data we hold about you.
• Correction:      Requesting correction of any inaccurate or incomplete information.
• Erasure:      Requesting deletion of your data where it is no longer necessary for the      purposes it was collected.
• Restriction:      Requesting that we limit the processing of your data in certain      circumstances.
• Objection:      Objecting to processing your data for direct marketing or other specific      purposes.
• Data      Portability: Requesting your data in a structured format for transfer      to another provider.

If you wish to exercise any of these rights, please contact us using the details above. We will respond to your request within one month.

7. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes outlined in this privacy notice or as required by law. When we no longer need your information, we will dispose of it securely.

8. Cookies and Website Tracking

When you access our website, we may collect information through cookies to enhance your user experience. Cookies help us track website traffic and monitor patterns of usage. You can disable cookies through your browser settings, though this may affect your use of our website.

For further details, please see our Cookie Policy on our website.

9. Changes to This Privacy Notice

We may update this privacy notice from time to time. We will notify you of any significant changes via email or through a notice on our website. Please review this notice periodically for updates.

10. Contact Us

If you have any questions about this privacy notice or your data protection rights, please contact us:

Email: info@longfieldscircle.co.uk
Address: Longfields Circle, Longfields Barn, Charity Lane, Otley, Suffolk, IP6 9NA
Telephone: 01473 784500

You also have the right to make a complaint with the Information Commissioner’s Office (ICO) if you believe that we have breached your data protection rights. Visit www.ico.org.ukfor more information.

This Privacy Notice ensures compliance with the UK GDPR and Data Protection Act while addressing the specific activities of Longfields Circle Ltd, including membership management, event coordination, and marketing activities.