The event organiser, Baylham House Farm, has the legal responsibility to tell ticket buyers and event attendees how their personal information will be collected and used. You can find their Privacy Policy below or contact them to request it.
Our contact details:
Name: Richard Storer
Address: Baylham House Farm, Mill Lane, Baylham, IP6 8LG
Phone Number: 01473 830264
E-mail: info@baylham-house-farm.co.uk
Policy last updated: 3rd August 2021
The type of personal information we collect
We currently collect and process the following information:
- Name, address, email address, telephone number of our customers
- Names of children who meet with Farmer Christmas
- Anonymous log of allergies and related health issues for prospective visitors to farm as part of a school trip of children’s party
- Name, address, email address, telephone number, NI number, DOB of our employees
- Speculative CV’s of individuals who are interested in employment on the farm
- Name, address, email address telephone number and emergency contact number for our volunteers
- Anonymous website user statistics from our website tracking tool Google Analytics
- Name, address, and contact number for anyone who has an accident whose information is recorded in the accident book as part of Health and Safety reporting.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- When you purchase tickets to visit the farm
- When you register to receive our email newsletters
- When you purchase any livestock or other farm services from the farm
- When you book the Farmer for the Day or Children’s Party or Farmer Christmas
- When you book a school visit
- When you become an employee at Baylham House Farm
- When you become a volunteer at Baylham House Farm
We use the information that you have given us in order to:
- Fulfil an order for a purchase such as a season ticket, produce, livestock
- To provide an emailed receipt for a purchase of entrance tickets or other merchandise in the shop
- To fulfil a booking for a school visit, children’s party or Farmer for the Day or Farmer Christmas
- To send out newsletters to highlight interesting news and events at the farm
- To fulfil employee requirements in terms of wages, holiday pay, hours worked and holiday pay.
For our employees, we may share this information with HMRC and our pension provider to provide a workplace pension for our staff.
For our transactions, we are required to retain transactional information for 6 years after the end of a financial year to fulfill requirements set by HMRC.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Consent
Your consent to receive our newsletters and receipts via email. You are able to remove your consent at any time. You can do this by unsubscribing from our newsletters or contacting us (info@baylham-house-farm.co.uk)
Your consent to have your image appearing on our promotional material is required. This will be provided using our consent form.
(b) Contract
We have a contractual obligation to keep the data necessary to manage our employee contracts and maintain accurate records with HMRC.
We have a contractual obligation to keep data necessary to manage transactions relating to visits to the farm including Farmer for the Day, Children’s Parties, School Visits.
(c) Legitimate Interest
We have a legitimate interest to manage employee and volunteer information for scheduling shifts
How we store your personal information
Your information is securely stored within our EPOS (Electronic point of sale) system Square or within our email service provider Mailchimp or in secure areas of Google Drive and gmail (which are all protected with multi-factor or two-factor authentication).
Baylham House Farm will not retain your personal information longer than necessary. We will hold onto the information you provide either while your account is in existence, or as needed to be able to provide the Services to you, or for as long as is necessary to provide support-related reporting and trend analysis only.
If legally required or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms and Conditions, we may also retain some of your information for a limited period of time as required, even after you have closed your account, or it is no longer needed to provide the Services to you.
Baylham House Farm will not sell or rent your personally identifiable information to anyone.
Once we no longer need your information it will be securely deleted.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at info@baylham-house-farm.co.uk if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at info@baylham-house-farm.co.uk
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk