Privacy Policy
Welcome to the Lady Ryder of Warsaw Memorial Trust website and Privacy Policy. We hope that you enjoy using our site. On this page you can browse our privacy policy, get information on how we collect and use cookies, and read more about the terms and conditions of using this site.
Throughout this page, the terms “Lady Ryder of Warsaw Memorial Trust”, or “us” or “we” refers to the owner of the website. The term “you” refers to the user or viewer of our website.
Privacy and security
Respecting your privacy and ensuring the confidentiality of your personal information is critical to us. Our Privacy Policy explains how we collect, process, safeguard and use your data, tells you about your privacy rights, and is designed to ensure that we interact with you in accordance with your wishes and in line with current data protection legislation, including the UK General Data Protection Regulation.
Please note that this statement does not extend to websites that are linked to this website. You should refer to the privacy policies of any such websites for further details about their use of your personal information.
What do we mean by “personal information” or “personal data”?
“Personal data” or “personal information” means any information which identifies you, like your name or email address. It does not include data that does not identify you. This is “non-personal information” or anonymous data.
If we store your personal information with information that is non-personal, we will consider the combination as personal information. If we remove all personal information from a set of data then the remaining data will be classed as non-personal information.
General Use Of Your Information
How does Lady Ryder of Warsaw Memorial Trust collect your personal information?
Lady Ryder of Warsaw Memorial Trust is the data controller of the personal information you provide to us, and we will determine and tell you about the purpose for which we are collecting your information and how we will use it. We are registered with the UK data protection regulator (Information Commissioner’s Office (ICO)). Our registration number is ZB161113.
We collect personal information about you when you provide it to us. We only collect personal data relevant to the type of transactions you make with Lady Ryder of Warsaw Memorial Trust.
The information we collect is relevant to the type of engagement you have with us. It may include details such as your name, email address, postal address, telephone or mobile number.
For example:
- when you contact Lady Ryder of Warsaw Memorial Trust to sign up to any of Lady Ryder of Warsaw Memorial Trust’s online content, such as newsletters, or you telephone, email or write to Lady Ryder of Warsaw Memorial Trust, we may receive and retain personal information about you.
- If you engage with our social media accounts, such as Twitter and Facebook, we may receive personal information about you then too. If you use these networks, their privacy policies apply, and we encourage you to read them.
What personal data do we collect?
The personal data we collect might include:
- Identity data: such as your name and date of birth
- Contact data: such as your email address, postal address, telephone number; and
- Financial data: such as your bank, credit or debit card details if you are supporting us financially.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. This website is not intended for children and we do not knowingly collect data relating to children.
How will Lady Ryder of Warsaw Memorial Trust use your personal data?
Lady Ryder of Warsaw Memorial Trust will use your personal information for administrative reasons, such as to answer your correspondence, keep your records up to date or to implement your instructions (for example, to ensure you no longer receive marketing information if you tell us to stop sending it to you). We may also use your data for marketing purposes, if you have given us permission to do so.
We will use your personal information for one or more of the following purposes:
- “service administration”, which means that Lady Ryder of Warsaw Memorial Trust may contact you for reasons related to the completion of commercial or other transactions you have entered into with us, or online content you have signed up for;
- in relation to correspondence you have entered into with us whether by letter, email, social media or any other means, and to contact you about any content you provide;
- for internal record keeping so as to keep a record of your relationship with us;
- to keep your data up to date;
- to implement any instructions you give us to with regard to withdrawing consent to send marketing information;
- to use IP addresses to identify the location of users, which allows us to block disruptive use and to establish the number of visits from different countries;
- to analyse and improve the activities and content offered by the Lady Ryder of Warsaw Memorial Trust website to provide you with the most user-friendly navigation experience. We may also use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes.
If you have given us permission to do so, we may also use your contact details to provide you with information regarding our services. We will not do this unless you have given us additional, specific consent to use your data for this purpose.
Unless legally required to do so we will not provide your information to third parties without your consent.
The Lawful Basis we use for processing your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- You have given us clear consent
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal obligation.
We will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
Who we give your information to
We may give your data to selected third parties.
Our selected third parties may include organisations who process your personal data on our behalf and in accordance with our instructions and data protection legislation. These organisations are:
- Mailchimp – distributes our email communications to people who subscribe to receive them. You can review Mailchimp’s privacy policy on how they manage data here
- Brown & Brown – manages the website meaning that they will organise our data into a form that is usable to us.
However, Lady Ryder of Warsaw Memorial Trust retains control of and legal responsibility for this information.
How do we keep your data secure?
We take all necessary steps to ensure any information you provide to us online is safe, secure and managed correctly. In order to prevent unauthorised access or disclosure of this data we have put in place suitable physical, electronic and managerial procedures.
The information you provide to us over the internet via this website is encrypted using secure socket layer technology (SSL).
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Our site may, from time to time, contain links to external sites. We are not responsible for the privacy policies or the content of such sites.
Any personal information stored on our servers is not publicly accessible. The data is secured and can only be accessed by authorised Lady Ryder of Warsaw Memorial Trust staff on a “need to know” basis.
Where your information is transferred outside the United Kingdom or EEA, we will take all steps reasonably necessary to ensure that your data is subject to appropriate safeguards, such as relying on a recognised legal adequacy mechanism, and that it is treated securely and in accordance with this privacy policy.
How long will Lady Ryder of Warsaw Memorial Trust keep your personal information?
We will only hold your personal information on our systems for as long as we need to. Once your data is no longer required, or if you request that we do so, we will delete your information from our database.
We will treat any consent you give us to share marketing materials with you as lasting for 24 months. After 24 months has elapsed from the date upon which you granted consent, we will either ask you to re-grant us permission to contact you, or will remove your details from our database.
If you request that we stop sending you marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us (this allows us to specifically exclude your data when we generate mailing lists or undertake other marketing activity).
Your rights
Under the UK GDPR you have the following rights:
- Transparency over how we use your personal information (right to be informed)
- Request a copy of the information we hold about you, which will be provided to you within one month (right of access)
- Update or amend the information we hold about you if it is wrong (right of rectification)
- Ask us to stop using your information (right to restrict processing)
- Ask us to remove your personal information from our records (right to be ‘forgotten’)
- Object to the processing of your information for marketing purposes (right to object)
- Obtain and reuse your personal data for your own purposes (right to data portability)
- Not be subject to a decision when it is based on automated processing (automated decision making and profiling)
If you would like to know more about your rights under the UK GDPR please see the Information Commissioners Office website. If you would like to make a request for any of the above actions, please submit your request to us by post at Lady Ryder of Warsaw Memorial Trust, Moorgate House, 7 Station Road West, Oxted, Surrey, RH8 9EE, or by email at info@lrwmt.org.uk.
How can you control what we send you or request we update your personal information?
The accuracy of your information is really important to us. We want to ensure that we are able to communicate with you in ways that you are happy with, and to provide you with information that is of interest. You can tell us that your details have changed or change the way that we communicate with you in a number of ways.
If you wish to change how we communicate with you, or update the information we hold, then please contact us at:
- Email: info@lrwmt.org.uk
- Post:
Lady Ryder of Warsaw Memorial Trust
Moorgate House,
7 Station Road West,
Oxted, Surrey, RH8 9EE
How long will it take for these changes to be effective?
When you request that we stop sending you marketing information, we aim to update our records within the following timescales:
- Information sent to you via email – 48 hours (or the second working day) from receipt of email
- Telephone calls – 48 hours (or the second working day) from receipt of request to opt out of receiving calls
- Information sent to you by mail – 28 days from receipt of ‘do not mail’ request. This period is longer than for other channels due to the production times for mailing campaigns, and in most cases we would expect the change to be effective much more quickly.
You have the legal right to request a copy of the personal information we hold about you and to have any inaccuracies corrected.
What Other Information Do We Gather?
In addition to information gathered directly (as outlined above), we also gather information indirectly. This information does not identify you to us, but allows us to analyse how our website is being used, ensures that the site runs smoothly, and allows us to make improvements to our online service.
In common with most websites we have access logs. These logs record information on user activity on the site and are aggregated to produce summary information, allowing statistics about the popularity of the website to be compiled.
Access log files do not contain any personal information and do not identify you to us. Lady Ryder of Warsaw Memorial Trust reserves the right to store this aggregated information indefinitely.
We may also use cookies, clear GIFs (small, transparent images which allow us to see how users behave when they reach a webpage), third party web analytics and device information for functionality and to better understand user interaction with our products, services, and communications. No personal information is collected during these processes.
Functionality: We may use cookies and device information to enhance functionality of certain areas of the website. For example, cookies are used to count how many times you have visited our site, so we can see if users are making repeated visits. This data is anonymised so you are not identifiable to us, but when viewed in aggregate, this information helps us to see whether our website is a useful resource to our visitors.
Please see below to find out more about our cookie usage across this website.
How can you contact us?
This website is owned and operated by:
Lady Ryder of Warsaw Memorial Trust
Moorgate House,
7 Station Road West,
Oxted, Surrey, RH8 9EE
If you have any questions about this privacy statement or any other matters concerning this website or you wish to report a technical error, please get in touch using the options available on the contact page.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to Lady Ryder of Warsaw Memorial Trust’s Privacy Policy
This Privacy Policy may be updated from time to time so you may wish to check it each time you submit personal information to Lady Ryder of Warsaw Memorial Trust. This version was last updated on 14 April 2023. If material changes are made to the Privacy Policy we will notify you by placing a prominent notice on the website.
Your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.