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Privacy Policy

At Claydon Estate LLP we take privacy of data very seriously and we respect your privacy and will take all steps to protect the personal information we hold about you.

We promise to do our best to keep your data safe, never to sell your data to third parties and to give you ways to control the use of your data whenever we can.

Claydon Estate LLP is the data controller and our registered address is: The Claydon Estate LLP, Estate Office, Middle Claydon, Buckinghamshire, MK18 2EX.

We may share your data with a third‐party consultant and we only permit them to process your personal data for specified purposes and in accordance with our instructions. The consultant is BNP Paribas Real Estate, registered office at 167 quai de la bataille de Stalingrad, Issy les Moulineaux Cedex (92 867). The protection of your personal data is important to the BNP Paribas Group, which has adopted strong principles in that respect for the entire Group in its Group Privacy Policy. Their Data Protection Notice can be accessed here.

When do we collect your personal data?

  • When you visit our website, buy tickets or vouchers, submit a form, make an enquiry.
  • When you making a booking and pay a deposit at the Phoenix Kitchen.
  • When you are a supplier to us.
  • When you enter into a tenancy on our estate.
  • When you engage with us on social media.
  • When you enter prize draws or competitions.
  • When you have applied to work at Claydon Estate, are a current employee or are a former employee.
  • When you make a booking at one of our holiday cottages.
  • When you book a table, or venue hire and catering at the Phoenix Kitchen or Stables.
  • When you are an event partner, holding an event at Claydon Estate.
  • When you subscribe to our newsletter.

Marketing, subscriptions and events

The purpose of processing Personal Data is to send you Claydon Estate’s newsletter, information about events or other marketing information.

The personal data collected and processed are:

  1. email address
  2. full name
  3. IP address
  4. organisation (optional)

The basis for processing this personal data is your consent. Once given, you may withdraw your consent at any time by using the ‘unsubscribe’ button.

Claydon Estate’s legitimate interest in processing is to inform subscribers about news, offers and events that may be of interest to them and are held at Claydon Estate.

We use MailChimp to manage our marketing lists. MailChimp are a widely used marketing mailing platform based in the USA. MailChimp subscribe to the EEA / USA Privacy Shield.

Where the event requires a ticket, we will use Eventbrite. Eventbrite are also located in the USA and also subscribe to the EEA / USA Privacy Shield.

Any personal data held by Claydon Estate is held within the UK.

Personal data processed via MailChimp and / or EventBrite is held on their servers in the USA. Both organisations are subject to the terms of the EEA / USA Privacy Shield.

Personal data will be held for as long as you are subscribed to the marketing / subscription list.

After leaving the mailing list your email address will be held within the suppression list on MailChimp, this ensures that you do not receive further marketing emails and the data is only processed to prevent the sending of unwanted emails. We do not put a retention period on such data but review the lists and processes every 5 years.

Personal data may be utilised in internal analysis of the effectiveness of subscriptions / marketing campaigns. Such data will be held for a maximum of 6 years.

Our customers

Personal information such as your name, address, telephone number and email address and any other company or personal information that you provide to us freely when you make enquiries, purchase tickets for events, make a booking with the Phoenix Kitchen, become an event partner, when you send us an email or complete an online form.

Information collected while making bookings for events, weddings or conferences. This information is used to administer the event and your account only. You will not receive any marketing emails unless you subscribe to our newsletter. We do not share your information with any third party, unless we ask your permission in writing to do so.

Information that does not identify you, but which relates to your use of the website such as the pages visited on our website and the dates and times of your visit. We use cookies (for more information about website usage see our policy below).

Online Payments

We offer paid products and/or services within the website. In that case, we may use third-party services for payment processing (e.g. payment processors).

We will not store or collect your payment card details. That information is provided directly to Our third-party payment processors whose use of your personal information is governed by their Privacy Policy. These payment processors adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, Mastercard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of payment information. Claydon Estate LLP uses Stripe to process online payments, and their Privacy Policy can be viewed here.

Our Suppliers

We hold information about our suppliers as it is necessary for us to conduct our business activities and purchase supplies. We do not share our suppliers’ information with any third party. Suppliers’ include our contractors and subcontractors.

We will retain your information for a reasonable period, after you have stopped being an active supplier. After this time, the data we will be held securely stored on our networks in accordance with our statutory obligations.

Our tenants

We hold information about our tenants as it is necessary for us to conduct our contractual obligations. We do not use our tenants’ information for any marketing purposes, unless you have opted in to receive marketing communications from Claydon Estate. At times, we may be required to pass on our tenants’ details to our approved subcontractors and authorities in order to fulfil our contractual obligations. We will take prior consent except during emergencies.

We will retain your information for a reasonable period, after you have stopped being an active tenant. After this time, the data will be held securely stored on our networks in accordance with our statutory obligations.

Our Job applicants, current and former employees

When individuals apply to work with us, we will only use the information they supply to us to process their application.

Once a person has taken up employment with us, we will compile a file relating to their employment. This information will only be used for purposes directly relevant to that person’s employment.

Personal information about unsuccessful candidates will be held for up to six months after the recruitment exercise has been completed, it will then be destroyed or deleted.

Once employment has ended, we will retain the file in accordance with our statutory obligations and the information saved on our secured networks.

  • How do we use the information that you provide us with?
  • We use your information for the purposes of:
  • Contacting you (by email or post) with information about our products and future events and to send regular newsletters. Please note that this will only be done if you have opted in to receive marketing communications.
  • We will not use any children’s data for any marketing purposes. We will only collect children’s data which is provided and consented by the parent or someone with parental responsibility.
  • Personal information will be stored on secure network systems and will be used only for our marketing purposes if consented, and for operational purposes.
  • Conducting promotions, competitions or prize draws that you have entered using the website, or via social media. We may also invite you to complete surveys or provide us with feedback. Occasionally a third‐party organisation will have access to data to help us analyse information held by us for marketing purposes.
  • Making the website available to you by recognising the IP address of your computer and any preferences you may have indicated on earlier visits.
  • Monitoring visitor traffic on our website and conducting analysis on the performance of our website so that we can improve the user experience.
  • The information you submit within any form is used in relation to the form and we do not use any of your information for marketing purposes.

NHS Test and Trace

To support NHS Test and Trace (which is part of the Department for Health and Social Care) in England, we have been mandated by law to collect and keep a limited record of customers who come to the Phoenix Kitchen for the purpose of contact tracing.

By maintaining records of customers and sharing these with NHS Test and Trace where requested, we can help to identify people who may have been exposed to the coronavirus.

As a customer of the Phoenix Kitchen you will be asked to provide some basic information and contact details. The following information will be collected:

  • the names of all customers, or if it is a group of people from one household, the name of one member of the household
  • a contact phone number for each customer, or for the lead member of the household
  • date of visit

The Claydon Estate LLP, as the data controllers for the collection of your personal data, will be responsible for compliance with data protection legislation for the period of time it holds the information. When that information is requested by the NHS Test and Trace service, the service would at this point be responsible for compliance with data protection legislation for that period of time.

The NHS Test and Trace service as part of safeguarding your personal data, has in place technical, organisational and administrative security measures to protect your personal information that it receives from the venue/establishment, that it holds from loss, misuse, and unauthorised access, disclosure, alteration and destruction.

NHS Test and Trace have asked us to retain this information for 21 days from the date of your visit, to enable contact tracing to be carried out by NHS Test and Trace during that period. We will only share information with NHS Test and Trace if it is specifically requested by them.

For example, if another customer at the venue reported symptoms and subsequently tested positive, NHS Test and Trace can request the log of customer details for a particular time period (for example, this may be all customers who visited on a particular day or time-band, or over a 2-day period).

Under government guidance, the information we collect may include information which we would not ordinarily collect from you and which we therefore collect only for the purpose of contact tracing. Information of this type will not be used for other purposes, and NHS Test and Trace will not disclose this information to any third party unless required to do so by law (for example, as a result of receiving a court order). In addition, where the information is only collected for the purpose of contact tracing, it will be destroyed by us 21 days after the date of your visit.

Your information will always be stored and used in compliance with the relevant data protection legislation.

The use of your information is covered by the General Data Protection Regulations Article 6 (1) (c) – a legal obligation to which we as a venue/establishment are subject to. The legal obligation to which we’re subject, means that we’re mandated by law, by a set of new regulations from the government, to co-operate with the NHS Test and Trace service, in order to help maintain a safe operating environment and to help fight any local outbreak of coronavirus.

Your rights in respect of the processing:

Customers, subscribers, suppliers, tenants, employees, ex‐employees and job applicants have the following rights in relation to their personal data:

  1. The Right to be Informed – this Data Protection Notice tells you about the processing or personal data, your rights and our responsibilities.
  2. The Right to Access – you can write to [email protected] to request what personal data is held about you. We will confirm that you are the correct Data Subject and it will take up to 30 days from the original request to send a full response.
  3. The Right to Rectification –if any of your data is incorrect or requires updating please advise us of any changes.
  4. The Right to Restrict Processing – you have the right to request that the processing of your personal data be restricted.
  5. The Right to Erasure – you have the right to request that data held on you be erased. We do not have to grant this right where processing is for the purpose of contractual or legal obligations.
  6. The Right to Data Portability – you have the right to request to take the personal data you have given to us with you.
  7. The Right to Object to Processing – you have the right to object to processing of your personal data. We may not have to grant this right where processing is for the purpose of contractual or legal obligations.
  8. Rights in Relation to Automated Decision Making and Profiling – you have rights in relation to automated decision making and profiling.

The right to lodge a complaint with a supervisory authority

Please let us know if you are unhappy with how we have used your personal information.

You also have the right to complain to the Information Commissioner’s Office.

Details of how to are available on their website: https://ico.org.uk/concerns/

Or you can write to the ICO at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Or you can telephone the ICO on: 0303 123 1113.

Changes to this policy

Because we are constantly improving our website there may be developments in how we use your data. We will make sure we comply to the principles of General Data Protection regulation.

All such developments will be promptly notified to you in this policy. The contents of this notice will be reviewed periodically, and any changes will be posted on this page, therefore you are advised to refer to it from time to time.

Website Usage

We only use the information you provide about yourself and your company when using this website to answer your enquiry or to help us improve our service to you. We do not share this information with any third party except to the extent necessary to answer your enquiry if that enquiry requires the involvement of a third party. We use return e‐mail addresses to answer the e‐mail enquiries we receive. Such addresses are not used for any other purpose and are not shared with outside parties.

You have the right at any time to ask us not to contact you for marketing materials by e‐mail or at all. If in the future, you decide you would like to stop receiving information from us, please e‐mail us at: [email protected].

Google Analytics

This site uses Google Analytics, a web analytics service provided by Google, Inc. Google Analytics sets a number of cookies (default is 4) in order to evaluate your use of the site and compile reports for us on activity on the site.

Google stores the information collected by the cookie on servers in the United States. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google.

Google Inc are members of the US Safe Harbor Scheme. This scheme allows the transfer of data from within the EEA to countries that are outside of the EEA without having to enter into a specific data transfer agreement. Companies that sign up to the scheme are deemed to provide adequate protection for personal data transmitted from Europe.

For more information on the cookies set by Google Analytics please go to: https://code.google.com/apis/analytics/docs/concepts/gaConceptsCookies.html

Google has also created their own opt‐out plugin which you can get from: https://tools.google.com/dlpage/gaoptout

Cookies

This site uses cookies to store information on your computer.

Some of these cookies are essential for the functionality of our website and are set when you submit a form, login or interact with the site by doing something that goes beyond clicking some simple links.

We also use some performance cookies to anonymously track visitors which help us to improve by giving us some insight into how the site is being used, so that we can enhance your experience.

Granting us permission to use cookies

If the settings on your software that you are using to view this website (i.e. your browser) are adjusted to accept cookies, we take this, and your continued use of our website, to mean that you accept this. Should you wish to not accept cookies, you can disable non‐essential cookies by adjusting your browser settings (learn how here). Doing so, however, will likely limit the functionality most websites as cookies are a standard part of most modern websites.

  • Our cookies help us to:
  • Make our website function as you would expect
  • Improve the speed and security of the site
  • Allow you to share pages through social networks
  • Continuously improve our website for you
  • Improve the efficiency of our marketing

We do not use cookies to:

  • Collect any personally identifiable information (without your express permission)
  • Collect any sensitive information (without your express permission)
  • Pass personally identifiable data to third parties
  • Pay sales commissions