Privacy Policy

Privacy Policy
Your visit
  1. Commercial photography is prohibited unless prior authorisation has been sought.
  2. It may be necessary to conduct occasional bag searches. Please do not be offended if this occurs, it is in the interest of everyone’s safety.
  3. (The Victoria Institute cannot be held responsible if any of your personal property is lost or damaged whilst at the venue.
Your tickets for events and exhibitions
  1. A valid ticket must be produced for any exhibition, event or workshop.
  2. The Victoria Institute reserves the right to refuse entry.
  3. A refund for events at The Victoria Institute is only available if the event is cancelled.
  4. Occasionally the event or performance may be filmed or recorded by The Victoria Institute. Buying this ticket affirms your consent to the filming and sound recording of yourself as a participant or member of the audience. If you have any objection to this, please inform The Victoria Institute. This excludes events for children or for vulnerable adults, when specific consent is required.
Cookies on our websites

Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used to allow a website to function (for example to keep track of your basket) as well to provide website operators with information on how the site is being used.

When you access our websites, some cookies are saved to your computer, for example if you have chosen a particular language setting or created a user account. You can also turn off your cookies so that we can’t access that information.

To find out how to manage cookies on your web browser, please follow the links below:

Google Chrome

Internet Explorer

Mozilla Firefox

Safari

How do we use this information?

Here at The Victoria Institute, we use cookies to collect anonymous data on how visitors use our website. We don’t store any information that would identify you personally in the cookies we create, but we do look at trends and patterns to try to improve your experience of using our website.

Cookies that we use

Here is a list of the cookies that we use and what we use them for. In common with many sites, we classify them as ‘performance’. This means they are used to enhance site performance. These cookies don’t collect information that identify a user. All information that these cookies collect is aggregated and therefore anonymous. Persistent cookies will remain for a certain number of days or months.

The Site uses the following types of cookies:
  •  ‘Session cookies’: stored temporarily during a browsing session in order to allow normal use of the system and deleted when the session is closed.
  • ‘Persistent cookies: read only by the Site, saved on your computer for a fixed period and not deleted when the browser session ends. Used when we need to know who you are for repeat visits, for example to allow us to store your preferences.
  • ‘Third party cookies’: set by other online services that run content on the page you are viewing, for example a third party monitoring and analysing our web access.

This is a list of cookies set by our site, victoriainstitute.com. Other websites, such as social media sites, may also set cookies if you click on links to their site.

Accepting or blocking cookies

You don’t have to do anything to accept cookies set by The Victoria Institute: by continuing to use this site you are giving your consent to receive them. If you do want to block cookies, you need to do this by changing the settings in your browser to reject them from this site. We don’t share any personal data that you supply, although we may share information about general user trends with our partners and donors. We don’t track user behaviour after you have left our site. You can find out more about our approach to data protection and privacy here.

We are committed to protecting your personal information and being transparent about what information we hold about you.

Using personal information allows us to develop a better understanding of our customers and in turn to provide you with relevant and timely information about the work that we do. As a charity, it also helps us to engage with potential donors and supporters. The purpose of this notice is to give you a clear explanation about how we collect and use the information we collect from you directly and from third parties. We use your information in accordance with all applicable laws concerning the protection of personal information. This notice explains:

  • What information we may collect about you
  • How we may use that information
  • In what situations we may disclose your details to third parties
  • Our use of cookies to improve your use of our website
  • Information about how we keep your personal information secure, how we maintain it and your rights to be able to access it

If you have any queries, please contact John Paton, on info@thevictoriainstitute.com

Who we are

The building is managed under an assigned lease of ownership held on trust by Arundel Town Council.  The original 1847 lease was transferred, by means of an indenture, to the Victoria Institute with the Mayor, Aldermen and Burgesses established as Trustees in 1897.  The Institute was established as a civic resource under the Literary and Scientific Institutions Act of 1854 and a Management Committee was authorised to conduct all activities.

That original Management Committee only achieved legal status in 2012 as a Limited Company and went on to achieve charitable status in 2017 (Charity no. 1173028).

There are 9 Directors of the Company who are also Trustees of the Charity and an official Company Secretary and Treasurer.  A Management Committee consisting of 3 Directors and the Company Officials currently undertakes all the necessary tasks to run the Vic.  An elected Chairperson of the Management Committee is accountable to the Board of Directors.  Four small sub committees have also been established to help us with current projects and future plans.

The company is currently governed and managed in accordance with the Certificate of Incorporation dated 28th January 2014.  The Memorandum and Articles of Association, established at incorporation, identify and promulgate general rules and procedures for the company which are amplified in a set of Rules and Bylaws, which are reviewed annually.  We also produce and review a Business Plan annually.

In April 2015, The Vic held its first official Annual General Meeting and formally presents annual accounts to both Company House and the Charity Commission.  There is also an informal grouping of Directors, Members and Volunteers, known as the Wednesday Club. We meet weekly to review and look after day-to-day business, minor maintenance, and cleaning duties under the direction of the Management Committee.

If you have any questions about how we manage The Vic please get in touch.

What information we collect about you
We collect various types of information and in a number of ways:
Information you give us

For example, when you register on our website, buy tickets or make a donation, we’ll store personal information you give us such as your name, email address, postal address, telephone number and card details. We will also store a record of your purchases and donations. You may be asked to give your personal information on a feedback form or comments card.

Information about your interactions with us

For example, when you visit our website, we collect information about how you interact with our content. When we send you an e-shot newsletter we store a record of this, and in the case of emails we keep a record of which ones you open and which links you click on. We may choose to find out more about you, using publicly available sources, on an individual basis, in order to tailor our relationship with you.

Sensitive personal data – also known as “special categories of personal data”

Data Protection law recognises that certain categories of personal information are more sensitive such as health information. For nearly all our activities we do not collect data that is classified in this group. Participants can opt out of providing this information at any time.

How we might use your information if you make a purchase from us, are a supporter who receives marketing materials or makes donations
Processing your admission ticket, purchase or donation

When you book for an event, make a purchase, or make a donation, you are entering into a contract with us. In order to perform this contract, we need to process and store your data. For example, we may need to contact you by email or telephone in the case of cancellation of an event, or in the case of problems with your payment.

If you choose to include Gift Aid with a donation to us, then we will also ask for your address and UK taxpayer status as this information is required by law. Information associated with Gift Aid declarations must be retained for 7 years. This information will be shared with HMRC for tax regulation purposes and may also be shared with the Fundraising Regulator and the Charity Commission in the event of an enquiry.

Analysis & Insight

We may use your data to understand more about our visitors – for example, analysing what types of tickets people purchase, mapping the postcodes of our visitors, understanding those people who are more likely to donate to us and grouping our data into different segments in order to help understand who is engaging with our work. We may use this information to generate insight reports which can be shared with our funders and supporters – these reports will not include personal data.

Marketing communications

We aim to communicate with you about the work that we do in ways that you find relevant, timely and respectful. To do this we use data that we have stored about you, such as what events you have booked for in the past, as well as any preferences you may have told us about.

Sending emails is one of our main ways of communicating with you and we include a variety of information in our emails including news, exhibition and event information, performances, workshops, activities and fundraising appeals. We will provide you with an option to unsubscribe in every email that we send you, or you can alternatively use the contact details at the end of this policy.

Where you have provided your postal address or telephone number, we may send this information to you by post or by calling your telephone unless you have asked us not to. If you would like to opt out of information at any time, please contact us using the details at the end of this policy.

We will keep your personal information for no longer than is necessary for the purposes for which it is processed. If you ask us not to contact you, we will keep some basic information about you on our suppression list in order to avoid sending you unwanted materials in the future.

Responding to enquiries

If you contact us, then we will keep a record of this correspondence and any associated documents so that we have the information available in the event of a follow-up.

Notifying you of changes

If we make significant changes to our privacy notice or policies which may affect you, we will use your contact details to inform you of the changes.

Other processing activities

We may analyse data we hold about you in order to identify and prevent fraud.

Your debit and credit card information

If you use your credit or debit card to purchase from us or to make a donation, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS).

We optionally allow you to store your card details for use in a future transaction. This is carried out in compliance with PCI-DSS and in a way where none of our staff members are able to see your full card number. We never store your 3- or 4-digit security code.

Who does The Victoria Institute share personal information with and why

We will never share your details with other organisations to use for their own purposes, other than where we are required to by law. The Victoria Institute will not share or sell your personal information to any third party for marketing purposes and you will not receive offers from other companies or organisations as a result of giving your details to us.

There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:

To the subsidiaries described above when it is necessary for them to be able to provide you with products or services that you’ve requested.

To our own service providers who process data on our behalf and on our instructions (for example our ticketing system software provider or a company who manages our postal mailings). To our own research service providers who process limited personal and sensitive data (such as postcode and demographic information), submitted voluntarily by those that consent to take part in our visitor surveys. In these cases, we require that these third parties comply strictly with our instructions and with data protection laws, for example around security of personal data.

Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies).

Certain third-party organisations collect information on our behalf as well as for their own use. We may receive your personal details from other organisations for our marketing purposes where you have consented for this information to be shared. These organisations have their own data protection and privacy policies, and we urge you to make yourself aware of these before signing up.

We may also use other companies to provide services and process your personal information on our behalf, including delivering postal mail, sending emails, processing credit card payments and analysing our supporter information as outlined above, to help us offer you communications that are most appropriate to you and your interests. In some cases, our suppliers may use software which analyses publicly available information (as outlined above) to build up a picture about you.

How we might use your information if you have visited our website

Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used to allow a website to function (for example to keep track of your basket) as well to provide website operators with information on how the site is being used.

When you access our websites, some cookies are saved to your computer, for example if you have chosen a particular language setting or created a user account. You can also turn off your cookies so that we can’t access that information.

What will we do with the information you provide to us
Transfer of personal information outside of the EEA

We will not transfer, process or store your data anywhere that is outside of the European Economic Area.

Maintaining your personal information

We store your personal information for as long as is justifiable according to the nature of your relationship with us.

Any objections you make to any processing of your data will be stored against your record on our system so that we can comply with your requests.

Security of your personal information

The Victoria Institute protects your personal information in a range of ways including secure servers, firewalls, password-controlled access to our systems and SSL encryption. We follow payment card industry (PCI) security compliance requirements when processing credit card payments.

Children’s information

Where appropriate, we will ask for consent from a parent or guardian to collect information about children.

Your rights to your personal information
How to request copies of all the information we hold about you, otherwise known as a Subject Access Request

You have the right to ask for a copy of all of the information related to you. You can request this using the contact details at the end of this policy.

How to ask us to amend or delete your information

You can let us know if your information is incorrect, out of date, or you wish for your data to be deleted by using the contact details at the end of this policy.

More Information

You can find out more about your data protection rights on the Information Commissioner’s Office (ICO) website here. (https://ico.org.uk)

This policy was last updated in November 2020. The Victoria Institute reserves the right to make alterations from time to time. Please check this website for the latest version.

Contacting us

If you would like us to update the information we hold, change the way we contact you or you have any other questions about this privacy notice please use the contact details below:

John Paton, Chair of The Victoria Institute Trustees
The Victoria Institute, 10 Tarrant Street,
Arundel, West Sussex, BN18 9DG
info@thevictoriainstitute.com
07761 652 154 / 07808 473 655

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