Privacy Notice

The Long Melford Heritage Trust promises to respect any personal data you share with us. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.

This privacy notice is for our service users, including but not limited to website visitors, donors and individuals purchasing online. For our HR privacy notice, please see below.

Personal data is information that can be used to help identify an individual, such as name, address, telephone number or email address. This page sets out the details of the Trust’s privacy notice, covering the Heritage Trust and the Heritage Centre, in relation to the collection and use of personal information you give us. This notice applies to our website, www.melfordheritage.org.uk, our use of emails and any other methods we use for collecting information. It covers what we collect and why, what we do with the information, what we don’t do with the information, and what rights you have.

For the purposes of the UK General Data Protection Regulations (UK GDPR), any marketing communications will only be sent in accordance with the law. This means that we will only send communications to people who have specifically stated that they are happy for us to do so.

If you want to receive this information but haven’t opted in, you can do so by signing up for our mailing list, calling us on 07792 357059 or emailing enquiries@melfordheritage.org.uk

Who we are

Long Melford Heritage Trust
Heritage Centre
Long Melford Village Memorial Hall
Chemist Lane
Long Melford
Suffolk CO10 9JQ

The Long Melford Heritage Trust is a registered charity in England and Wales (no. 1196173)

The data controller is the Long Melford Heritage Trust

The Data Protection Officer is via enquiries@melfordheritage.org.uk

The notice in brief

It’s important that you read the full notice (below) to understand what information we hold, how we may use it, and what your rights are. Here is a summary:

  • We collect information that is either personal data (as outlined above) or non-personal data (such as IP addresses, website pages accessed etc)

  • We collect information about the people we work with, members, supporters, visitors and volunteers.

  • We collect information to provide services, to fundraise for our work, for administration, research, profiling and analysis

  • We only collect the information that we need or that would be useful to us to develop our work and enable us to provide the best possible experience

  • We do our very best to keep personal information secure wherever we collect personal data online

  • We never sell your data and will never share it with a third party for marketing purposes.

  • We only share data where we are required by law.

Cookies

In order to make our website easier to use and to improve our service, we sometimes place small amounts of information on your computer. These are known as cookies, and they are used by most major websites. You can find out more about the Heritage Trust’s use of cookies below.

Full Privacy Notice

What information do we collect about you and why?

We will only ever collect information we need, including data that will be useful to help improve our services. We collect two kinds of information:

  1. Non-personal information such as IP addresses (the location of the computer on the internet), and pages accessed. This information helps us to determine how many people use our website, how many people visit on a regular basis, and how popular our pages are. This information doesn’t tell us anything about who you are or where you live. It simply allows us to monitor and improve our service.
  2. Personal information such as name, postal address, telephone number, email address, date of birth and your relationship with the Trust. We collect this personal information in connection with specific activities such as newsletter requests, membership registration, feedback and donations. This may consist of details of:
    • event registration/attendance
    • contact preferences
    • gift information, including Direct Debit bank details where applicable
    • Gift Aid status
    • details of correspondence sent to you, or received from you
    • donor status
    • any other information provided by you at the request of the Long Melford Heritage Trust

The information is either needed to fulfil your requests or to enable us to provide you with a more personalised service. You don’t have to disclose any of this information to browse our website. When we ask you to provide your personal information, we will let you know why we are asking, and how we will use your data, by directing you towards this notice. If deemed appropriate we may store your personal details on a contacts database. This will be for contractual purposes or legitimate interest.

What we do with your information

Depending on your relationship with the Long Melford Heritage Trust, and the preferences you have indicated, we will use information you provide to:

fulfil requests such as donations and applications for membership;
process donations you make, along with correspondence regarding these and potential donations;
send e-newsletter and members promotional, marketing or fundraising information by electronic means. These types of communications can include:

  • informing you of events related to the Long Melford Heritage Trust, such as volunteering opportunities, archaeological work, exhibitions and events.

  • provide news and updates about the Long Melford Heritage Trust, such as What’s On e-newsletters;

  • provide information on our fundraising operations, including occasional requests to consider giving financial support to the Long Melford Heritage Trust, or to ask you to consider supporting us in other ways;

  • invite you to events such as exhibition openings or fundraising receptions;

    organise volunteering activity you have told us you want to be involved in


analyse the operation of our website and your interaction with our website/social media channels to improve these and their effectiveness You can opt out of any / all of our communications at any point simply by contacting enquiries@melfordheritage.org.uk

There are some membership and donation communications that we are required to send regardless of your contact preferences. These are essential communications, falling under legitimate interest as well as deemed necessary to fulfil our contractual obligations to you. These include Direct Debit confirmations, thank you letters, member benefits such as Friends/Patrons e-newsletters and renewal reminders.

Sharing your information

We will not disclose personal data to any third parties or external organisations without consent unless:

  • we are legally required to do so (e.g. by a law enforcement agency legitimately exercising a power or if compelled by an order of the Court)

  • we believe it is necessary to protect or defend our rights, property or the personal safety of our volunteers or visitors to our premises, website or social media channels

Your data will never be sold or passed to any third party for any other purpose.

How we keep your information secure

We place great importance on the security of all personally identifiable information associated with our supporters and users. We have implemented security procedures and technical measures to protect the personal data that we have under our control.

We use secure server software to encrypt personal information you input into our website. While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur while it is under our control, we use our best efforts to try to prevent this.

All our processors who have access to and are associated with the processing of personal data are legally obliged to respect the confidentiality of our visitors’ and supporters’ personal data.

Information is stored by us on computers located in the UK.

How long we keep your information for

We will keep your information only for as long we as need it to provide you with the services or information you have requested, to administer your relationship with us, to inform our research into the preferences of our supporters and to comply with the law. When we no longer need information, we will dispose of it securely.

How can I access the information about me?

You can ask us if we are keeping any personal data about you and you can also request a copy of that personal data – this is called a Subject Access Request.

To make a Subject Access Request you will need to provide adequate proof of identity such as a copy of your passport, birth certificate or driving licence before your request can be processed.

At any time, you may request that we delete or correct your personal information. If you wish to correct any information on you held by Long Melford Heritage Trust, simply contact enquiries@melfordheritage.org.uk

If you are signed up to our e-newsletters, you can easily unsubscribe at any time by clicking the ‘Unsubscribe’ link at the bottom of the email or emailing enquiries@melfordheritage.org.uk

How to contact us

If you have any comments on our privacy notice, or information we hold about you, please contact us:
by email at enquiries@melfordheritage.org.uk

Social media sites

We operate social media pages on Facebook and Instagram. Although this privacy notice covers how we will use any data collected from those pages it does not cover how the providers of social media websites will use your information. Please ensure you read the privacy notice of the social media website before sharing data and make use of the privacy settings and reporting mechanisms to control how your data is used.

Cookies policy

In order to make the Long Melford Heritage Trust’s website easier to use and improve our service, we sometimes place small amounts of information on your computer. These are known as cookies and they are used by most major websites.

What are cookies and how do we use them?

Cookies are small text files that are placed on your computer by websites that you visit. We use information supplied by cookies to help understand the number of people who use our website. We collate information relating to users’ activity and experience on the site via Google Analytics. This helps us measure our website’s effectiveness and improve its performance. The cookies collect information in an anonymous form and are completely safe and secure.

Do I have to agree to cookies?

Under the new GDPR legislation, information provided by cookies is considered personal data. We are therefore required to ask you to opt-in to accept cookies when browsing our website. When landing on our website for the first time cookies will be blocked until you accept them via the notice that appears at the bottom of the page.

You don’t have to accept the cookies, however by doing so you will be providing us with vital information to improve the user experience of our website and to analyse its effectiveness.

CCTV

Long Melford Heritage Centre is protected by CCTV. This is to assist in the protection of assets and prevention and detection of crime.

Management of CCTV records

Video data is stored on digital hard drives for up to 31 days before being automatically overwritten. During this period, the police or other statutory prosecuting or investigative agencies may apply for access to these images for investigatory purposes.

Still images obtained from the recorded data are only produced to help identify persons or property for specific incidents, or other permitted data uses, and are subject to the same security of data and destruction rules when no longer required by the data requester as recorded video data.

Changes to our privacy notice

We regularly review our privacy notice and may make changes from time to time. Any changes made will be posted to this page and will apply from the time we post them.

This privacy notice was last changed on 15 March 2025.

How to contact us

If you have any comments on our privacy notice, or information we hold about you, please contact us: