Heage Windmill Society GDPR Privacy Policy Issue Date: June 2025
Registered Charity Number: 1065980 Issue Version: 01
Heage Windmill Society – Privacy Notice
1. Introduction
Heage Windmill Society (HWS) and its trading subsidiary The Friends of Heage Windmill (FoHW); (“we”, “our”, or “us”) is committed to respecting and protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant legislation.
This policy applies when you visit our website (https://www.heagewindmill.org.uk), contact us, make a donation, volunteer, or participate in any of our activities or services.
2. Who We Are
Heage Windmill is a registered charity in the UK, dedicated to the preservation and operation of the historic windmill in Derbyshire.
Registered Charity Number: 1065980
Address: Heage Windmill, Chesterfield Road, Heage, Belper, Derbyshire, DE56 2BW
Contact Email: h.secretary.w@gmail.com
Catagory
Data
Reason
Handling and Storage
Volunteer records
Information held volunteers will vary dependant on role.
To include contact details (phone number, email address, postal address), next of kin contact details, and when relevant, qualifications and training.
The volunteer information is used to assist the planning and delivery of tasks, effective communication and for emergency contact purposes.
The information is obtained through the completion of an application form and through volunteers recording their active days via the private shared calendar. Records are retained for a period of 3 years unless requested otherwise by the volunteer.
Membership records (FoHW)
Contact details (name, postal address, email address and telephone numbers) along with records of subscriptions paid (payment methods, payments made and gift aid declarations).
To contact members to update them about windmill related activities and events, along with providing a regular newsletter (electronically or via the post). To collect subscriptions and provide reminders as necessary.
Information is collected from the annual membership form.
Records are retained for a period of 3 years unless requested otherwise by the member. (Unless gift Aid is applied: see section 4)
Heage Windmill website (heagewindmill.org.uk)
Website usage data
To monitor and track usage of the website to spot trends and compare with previous usage patterns.
Basic anonymised data only collected. Our website is hosted by Foxxweb Design (foxxweb.co.uk) who have their own privacy policy. We do not use tracking features nor tracking cookies although basic session cookies may be used.
Heage Windmill website (heagewindmill.org.uk)
Personal data from enquiries
To allow prompt responses to online enquiries.
Users provide personal information into forms on our website. This may be stored by HWS or our website provided as shown above. Information will only be used for responding to your enquiry.
4. Data Retention
We retain personal data only as long as needed:
– Gift Aid records: at least 6 years (per HMRC rules)
– Volunteer and donor records: for the duration of involvement, plus a reasonable period
5. External Links
Our website may link to third-party websites, and social media applications. We are not responsible for their privacy practices. Please read their policies if you follow those links.
6. Data Sharing
We do not sell or rent your personal data. We may share it with:
– HMRC, for Gift Aid claims
– Legal authorities, if required
All third parties are required to handle your data securely and only for necessary purposes.
7. CCTV
The windmill location has a CCTV system which is used to monitor the site for security and safety purposes. The system records continuously. A limited number of trustees and volunteers have access to the live and recorded data. The HWS secretary has a record of those who have access to the system.
8. Your Rights
Under the UK GDPR, you have the right to:
– Access your personal data
– Request corrections
– Request deletion
– Restrict or object to processing
– Withdraw consent
– File a complaint with the ICO (www.ico.org.uk)
To exercise your rights, contact us at h.secretary.w@gmail.com.