Privacy Policy

 

ROYAL HORTICULTURAL SOCIETY (RHS) PRIVACY POLICY

 

Your privacy, and security of your personal information, are of the highest importance to us. This privacy policy explains what personal information the RHS collects about you, and how and why we use that information.

Don’t miss out on information to help you get the most out of your relationship with the RHS. You can opt-in to stay in touch when you enquire online or at the time of booking the venue.

Across the Wisley Venue Hire website, we also collect a number of cookies. Cookies are small unique text files that are collected by your browser from websites you visit which can be stored on your device. The cookies we use on the Wisley Venue Hire website don’t collect or store your personal data (such as your name or address) so this information can’t be used to identify who you are.

The RHS Cookie Policy provides more information.

 

WHO WE ARE

ABOUT US

The Wisley Venue Hire website operates under RHS Enterprises Limited (Reg no. 01211648) which is an wholly owned subsidiary of the Royal Horticultural Society (RHS), a charity registered in England and Wales (Reg. No 222879) and Scotland (SC038262).

Our registered address is 80 Vincent Square, London, SW1P 2PE.

HOW TO CONTACT US

If you have any questions about this privacy policy or to exercise your rights in relation to your personal data, please contact our Data Protection Officer.

The Data Protection Officer
Royal Horticultural Society
80 Vincent Square
London
SW1P 2PE
dataprotectionofficer@rhs.org.uk

To get the most out of your relationship with the Wisley Venue Hire you can opt-in to communications so that we can stay in touch with you.

 

INTRODUCING OUR PRIVACY POLICY 

PURPOSE AND SCOPE OF THIS POLICY 

Using personal data allows us to develop a better understanding of, and engage with, our customers and in turn provide you with the service you asked for and provide relevant and timely information to you about our services.

The purpose of this policy is to explain why we process your personal data and your rights in relation to your data. We are committed to respecting and protecting your personal data and being transparent about what we do with it, in accordance with your reasonable expectations and applicable laws and regulations.

This privacy policy was updated in November 2018. We will update this privacy policy from time to time with regard to our activities and in accordance with applicable laws and regulations and will post any changes here on our website. When you use our services, the latest privacy policy posted will apply so please check back regularly to ensure that you have seen our most up to date notice.

We appreciate the trust you give us when you provide us with your personal data.

OUR LEGAL BASIS FOR COLLECTING DATA

We will only use your personal data if we have a legal basis to do so. This means that we will only use personal data where we have your explicit consent, where it is necessary in order to perform a contract with you, to comply with a legal duty or right, to protect your vital interests, or where the processing of your personal information is in our legitimate interest and not overridden by your legal rights.

There are generally three legal bases under which we may process your data:

  • Consent: When consent is required we will always ask for your explicit consent to processing your personal data.
  • Contract: When you make a purchase from us or become a member, you are entering a contract with us.  We need to process and store your data in order to perform this contract.
  • Legitimate interests: In some situations we collect and process your personal data for purposes that are in our legitimate organisational interests.  In doing so we consider that there is no overriding prejudice to you and that you would reasonably expect us to use your data in this way.

KEY TERMS

  • CCTV: means closed circuit television.
  • Cookies: means small text files which our website places on your computer's hard drive to store information such as activity on our website. When you visit the website again, the cookie allows that site to recognise your browser. Cookies may store your preferences and other information. Learn more by reading our detailed policy on cookies.
  • Clients / Prospects: means a person or company who has booked and confirmed a venue at RHS Wisley Garden for their event, has enquired for further information about hiring one of the venues or supplies services to the events in the garden e.g. caterer, agency, production.
  • Drone: means an unmanned aircraft or autonomous unmanned aerial vehicle (UAV) that is controlled by an operator from the ground with a camera which can capture still images or video.
  • Malware and viruses: means malicious software (such as viruses) which can gain access to your computer or device and be used for criminal activity.
  • Personal data: means any information that identifies you or that could identify you either alone or when combined with other information.
  • Processing: means anything that is done to, or with, personal data (including simply collecting, storing or deleting those data).
  • Third Party Marketing: means marketing or other communications about non-RHS events, products and services that are sent by or on behalf of a third party (and not the RHS).
  • We/us: means The Royal Horticultural Society a charity registered in England and Wales (Reg. No. 222879) and Scotland (SC038262), and its wholly owned subsidiaries, RHS Enterprises Limited, RHS, Special Events Ltd, the Trustees of the RHS (1974), Pension Scheme (“RHS”).
  • Website: means the website located at rhs.org.uk and any other websites operated by the RHS including wisleyvenuehire.co.uk

Please be aware that more than one of the below sections will apply to each individual and we encourage all users to read all relevant sections.

The information that we collect from you will depend on your relationship with us, what information, goods or services you wish to receive from us and how you chose to interact with us – as set out below.

 

INFORMATION WE COLLECT

CLIENTS

When you book a venue we use your personal data as for purposes of providing the venue hire to you and to communicate regarding your event booked with us. Our legal basis for processing is the contract that we have in place with you for the venue hire.

We may also rely on our legitimate interest to communicate promotional correspondence with you via email and post regarding any special venue hire promotions we are running or a postal invite to an open evening event to view our event spaces. We will only ever be sent when you have given us your consent to receive them or you have not booked with us before. We aim to send communications that you would reasonably expect to receive as a client with minimal impact on your privacy. Where we do this, we will always give you an opportunity to unsubscribe or withdraw your consent from receiving such communications.

Please see the section below on other ways we may use your personal data.

As a client we may collect the following information about you:

  • Name
  • Company Name
  • Department
  • Address and postcode
  • Email address
  • Telephone numbers
  • Website address
  • Bank and/or credit card details

Please also see the section below regarding sensitive personal data.

We aim to communicate with you about the Wisley venue hire in a way that you find relevant, timely and respectful.
You can change your preferences at any time by emailing functions@rhs.org.uk. You can also object to the way we process your data, including the way we communicate with you at any time using the contact details at the end of this policy. In the case of marketing emails, we will always provide you with an option to unsubscribe in every email that we send you.

PROSPECTS

When you enquire about our venue hire we deem that you have consented to us to use your personal data for communicating regarding your enquiry or interest to hold an event with us, sending venue information which has been requested either via email, telephone, the website, one of our social media platforms, a venue exhibition, or networking event.

We may also rely on our legitimate interest to communicate promotional offers to you about venue hire or events in relation to venue hire. We aim to send communications that you would reasonably expect to receive as a client with minimal impact on your privacy. Where we do this, we will always give you an opportunity to unsubscribe or opt-out of receiving such communications.

Promotional relevant correspondence for example; emails regarding any special venue hire promotions we are running or a postal invite to an open evening event to view our venue (if you have not booked with us before). We may also call you about our venue hire but we will always get your prior consent to do so.  If you are a business then we use bought-in marketing lists, which you would have agreed to be listed on, which we use to contact businesses who may be interested in venue hire.

Please see the section below on other ways we may use your personal data.

As a client we may collect the following information about you:

  • Name
  • Company Name
  • Department
  • Address and postcode
  • Email address
  • Telephone numbers
  • Website address

Please also see the section below regarding sensitive personal data.

We aim to communicate with you about Wisley venue hire in a way that you find relevant, timely and respectful.

You can change your preferences at any time by emailing functions@rhs.org.uk. You can also object to the way we process your data, including the way we communicate with you at any time using the contact details at the end of this policy. In the case of marketing emails, we will always provide you with an option to unsubscribe in every email that we send you.

 

PHOTO, VIDEO AND TIME LAPSE FILMING

AT EVENTS TAKING PLACE AT WISLEY GARDEN

From time to time we take photos and videos of events which are held in at Wisley. These are normally of the setup of the room which have no guests or staff in the room. However if people are captured in the image, we insure they are not identifiable in the photograph or video.

If you can be identified from an image, audio or video that we wish to use to promote Wisley venue hire through advertising or via third parties, then we will ask you to consent before taking the photograph and use through signing a model release.

DRONE USE

We occasionally use remote controlled drones with cameras to capture images of the garden. When drones are in use, we will let those in the vicinity know with signs and you will be able to see the marked drone operator to allow you to avoid the area if you do not want to be inadvertently filmed.

CCTV

We use CCTV to prevent and detect crime and for health and safety reasons. CCTV relies on strategic placement of cameras. We periodically monitor the camera's footage and recorded footage for specific purposes and limited period. You will be able to see our cameras and we have RHS CCTV signs displayed in the areas in which we use them.

For any reason you require to view our CCTV footage, our staff can view the footage on your behalf. If you have further reason to view the CCTV, this can only be for criminal investigations only and must be viewed by the police.

 

PERSONAL INFORMATION WE COLLECT FROM OTHER SOURCES

SOCIAL MEDIA

We collect information from social media sites if you have given us permission to do so or if you interact with us on one of our social media pages (for example, by liking or sharing Our Facebook page or posting a comment).

PUBLICLY AVAILABLE SOURCES

Occasionally, we collect publicly available information about certain companies so we can understand who our clients are and have a more personalized relationship with them. This may include information from public databases (such as Companies House), news or other media.

SENSITIVE PERSONAL DATA

There are some situations where we will need to collect sensitive personal data such as information relating to your physical health. This will only be in circumstances such as if you have an accident in one of our venues which we will need to record or if you tell us about a disability in order for us to provide you with special assistance with regards to access to the buildings.

If we record your sensitive personal data we will take extra care and follow additional procedures to ensure your privacy rights are protected.

Our legal basis for collecting sensitive personal data will usually be so that we can fulfil legal or regulatory requirements and in other cases it will be your explicit consent.

 

HOW WE USE YOUR INFORMATION

MARKETING COMMUNICATIONS

Marketing doesn’t just mean offering things to buy, but also includes news and information about what we do. What information and communications you receive from us will depend on whether you are a past client, future client or have made an enquiry with us for business or private use (prospect).

CLIENTS

If you are a client, you may receive news about our past or future events, event industry news, supplier information, special hire offers, information about showcases or invitations to private event.

We will send this information via email or post unless you ask us not to.

You will only receive information about the above matters by email if you have previously hired a venue from us, or if you opt in. To opt in to receive venue hire promotional offers by post or email, and information on our appeals please email functions@rhs.org.uk.

PROSPECTS

If you are not a client or have not received any information about holding an event with us, we would love to be able to tell you more about the events we held here and how you can book our venues.  Do not miss out! Opt-in so that we can let you know about events and activities you might be interested in. You can do this by emailing functions@rhs.org.uk  or phoning us on 01483 212443.

OUR MARKETING PROMISE

We will only ever use your details to help you make the most of what we have to offer and what you have asked for if you have previously hired our venues.
We use contact frequency rules to ensure we do not send you too many communications. 

Your details are only used by us, or those who work with us (such as our suppliers and contractors), and will not be sold to anyone else.

Where suppliers and contractors process personal data on our behalf, we control this in order to safeguard your personal data rights, through reviewing their data security arrangements and enforcement of specific personal data obligations in our contracts with them.

We do not make personal data available to third parties to use for their own marketing purpose.

THIRD PARTY MARKETING

You should be aware that some of the RHS accredited suppliers may ask you for your consent to send you Third Party Marketing. You do not need to provide your consent to third party marketing in order to book an event in our venues.

If you do provide your consent to third party marketing, you should be aware that your personal data will be processed by that third party in accordance with their privacy statement (and not this RHS privacy statement). You should read their privacy statement carefully and ensure that you are comfortable with how they may use your personal data before providing your consent. If you wish to exercise your data subject rights in relation to personal data held by a third party, you should contact that third party directly.

 

OTHER WAYS WE MAY USE PERSONAL DATA

ANALYSIS AND GROUPING

We analyse data about our enquiries and events held in our venues to understand any industry trends, characteristics and time lines of bookings.

We analyse various types of information including types of events, booking periods, enquiry sources and industry types.

How we process your data will depend on how you interact with us, for example, if you ask us for information or sign up for a newsletter we will need to collect some personal data from you.

We will only use this information to provide the necessary service or information that you have requested, unless you have given us your explicit consent to use your information in other ways.

You can change your preferences at any time by emailing functions@rhs.org.uk and can object to how we process your data at any time by contacting the Data Protection Officer.

The Data Protection Officer
Royal Horticultural Society
80 Vincent Square
London
dataprotectionofficer@rhs.org.uk

 

WHERE WE STORE YOUR PERSONAL DATA

We maintain appropriate safeguards, procedures and technology in order to keep your personal data secure and also require that third parties we choose to process your personal data do the same.

We actively manage our use of your personal data and store it securely in the EU. We have up to date security, a comprehensive privacy programme, carry out security audits and have a dedicated privacy expert to advise us.

INTERNATIONAL PROCESSING

It is our policy not to allow our service providers to transfer data outside of the EU.

BANKING DETAILS

We store your bank account and debit / credit card details in accordance with the Payment Card Industry Data Security Standard (PCI-DSS).

HOW LONG WE KEEP YOUR INFORMATION

We keep your personal data safely for as short a time as we need it or legally have to keep it. In doing so, we:

  • review the length of time we keep your personal data;
  • consider the purposes for which we holds the personal data in deciding whether (and for how long) to retain it;
  • securely delete personal data that is no longer needed for those purposes; and
  • update, archive or securely delete personal data if it goes out of date.
  • The time periods for which we retain your personal data depend on the purposes for which we use it.

We have set destruction limits taking into account legal rules, your rights and our needs and have a continuous programme that securely destroys your personal data when we have reached the relevant time limit.

When you make a payment to us for the venue hire by giving us your card or bank account details, we may temporarily store these details securely in order to process the payment as soon as possible. After the payment has been processed we safely destroy the card or bank account details.

SHARING YOUR PERSONAL DATA

We will never sell your personal data.

We could only share your personal data e.g. email address to a supplier e.g. caterer if we have your consent to do so.

We may also share your personal data if it is necessary to:

  • Comply with applicable law or respond to valid legal processes, including from law enforcement or other government agencies. For example, on occasion we may disclose CCTV footage to the police.
  • Reclaim gift aid on your donations from HMRC gift aid declarations. In these circumstances, we will need to share your name and address and details of your tax status.

 

YOU ARE IN CONTROL

CHANGE YOUR PREFERENCES AND OPT-IN

You are in control of what we do with your personal data. If you would like to change your choices, or how we communicate with, just let us know.

The easiest way to do this is to email functions@rhs.org.uk

Alternatively you can or call us on 01483 212443 and speak with our Private Events Team.

There are “unsubscribe” buttons on all e-communications which allow you to opt out of future communications. We also include a reminder of our “unsubscribe” email address and phone number on communications we send to you by post.

UPDATING YOUR INFORMATION

Please let us know if your personal data is inaccurate because your details have changed (for example you have moved house or company). You can do this by emailing us at functions@rhs.org or calling us on 01483 212443.

When updating your personal data by phone or email, we may ask you to verify your identity before we can act on your request.

YOUR RIGHTS

You have several legal rights in relation to your personal data. These data subject rights are the right to request:

  • Right to be informed about the collection and use of your personal data;
  • Access to your personal data (see below);
  • Rectification of your personal data;
  • Erasure of your personal data (this right is also referred to as the 'right to be forgotten');
  • Restriction of our processing of your personal data;
  • Portability of your personal data (where we process your data by automated means and under the legal basis of consent you have the right to receive this data in a structured, commonly used and machine readable way and to transmit this to another controller);
  • Processing of your personal data ceases (the right to object); and
  • Not to be subject to automated decision making

To exercise your rights or ask any questions please contact the Data Protection Officer.

The Data Protection Officer
Royal Horticultural Society
80 Vincent Square
London
SW1P 2PE
dataprotectionofficer@rhs.org.uk

We will always try to respond to your satisfaction, but there may be situations where we are unable to do so.

More information can be found at the website of the Information Commissioner's Office.

ACCESS TO INFORMATION

You can find out if we hold your personal data and ask for a copy of it by making a ‘subject access request’.
If we do hold personal data about you we will:

  • let you know what personal data is being held or used and why
  • let you know who can see your personal data
  • give you a copy of the personal data you request in electronic form
  • provide any other relevant information including how long we will hold your personal data for and how to correct inaccurate information that is held by us

Please get in touch with us if you have any questions about any aspect of this privacy policy, or wish to exercise your legal rights.

To make a request or to exercise your legal rights, please email or send a letter (headed ‘Subject Access Request’) to:

The Data Protection Officer
Royal Horticultural Society
80 Vincent Square
London
dataprotectionofficer@rhs.org.uk

We will respond as soon as possible (and within one month of the date of receipt of your request and the information we need to respond).