Data Protection Terms and Conditions

Privacy Notice for Visitor Marketing and Management

Who we are:

Visitor Management and Marketing
Royal Borough of Windsor and Maidenhead
Town Hall, St Ives Road
Maidenhead SL6 1RF
01628 683800
www.windsor.gov.uk

The lawful basis for processing the information:

The Development of Tourism Act 1969.

How do we collect information from you:

Personal data is supplied by completing an online e-newsletter sign up form on www.windsor.gov.uk, via competitions run on Facebook, via tickets sold on our online shop/box office http://tickets.windsor.gov.uk and from people who have requested to receive more information from us when they have made an enquiry via the Royal Windsor Information Centre in person or by telephone.

What type of information is collected from you:

The following personal data is collected: first name, surname, email address and postcode.

How we use the information you have provided:

The personal data that we collect is flowed into our visitor marketing database. We send our ‘Visit Windsor and Maidenhead’ email newsletter to this database a minimum of six times a year.

Who has access to the information about you:

The Visitor Management and Marketing team are the only people who have access to your personal data.

Who we may share your information with:

We do not share your information with anyone.

How long we store your information:

We store your personal data until you request it to be removed. You can unsubscribe at any time by emailing visitormarketing@rbwm.gov.uk.

Privacy Notice for Royal Windsor Information Centre

Who We Are:

Royal Windsor Information Centre
Windsor Guildhall
High Street
Windsor SL4 1LR
www.windsor.gov.uk

The lawful basis for processing the information:

The Development of Tourism Act 1969

How we collect information from you:

We collect information in person at our centre located at Windsor Royal Shopping, over the telephone or via our online service: Windsor.gov.uk, tickets.windsor.gov.uk

What type of information is collected from you:

We take details such as name, address, telephone number, e mail address and requirements of your booking such as when you wish to travel/attend an event. We take your card details for the purposes of taking payment. We also take name, address, e mail address for the purpose of the customer survey.

How we use the information you have provided:

We take your details and input on to our booking modules. This is for the purpose of producing a ticket or booking accommodation.

Who has access to the information about you:

Staff at the Royal Windsor Information Centre input and may be required to review your details during the process of making a booking. Where Royal Windsor Information Centre are appointed as agents and use third party websites to book tickets on behalf of another company your information will be able to be viewed by the company providing the service.

Who we may share your information with:

We share details such as name, address and telephone number with the company whose services you are using. When booking accommodation it may be necessary for the member of staff to pass your credit card details to a hotel to secure a booking. The member of staff will offer you the option to confirm the booking yourself but it may be necessary for a member of staff to do this for you.

How long we store your information:

All records are stored electronically for a period of 6 years. Any paper copies kept are stored on site securely locked away for 1 year and then sent to the Borough’s secure storage facility Iron Mountain for a further 5 years. Information must be available for internal audit for a period of 6 years.

Does your service utilise automated decision making?

No.

Privacy Notice - Windsor, Eton & Ascot Town Partnership

Who we are:

Windsor, Eton & Ascot Town Partnership
Paul Roach – Windsor, Eton & Ascot Town Manager email: paul.roach@rbwm.gov.uk

Lawful basis for processing information:

General Data Protection Regulation Article 6(1)(a) Consent and where special category personal data is processed Article 9 (2)(a) explicit consent.

How we collect information:

Personal data is provided by people signing up to/participating or reviewing events we run in and around the town centres. Forms are usually completed online or they are asked to complete forms after the event.

Categories of information collected:

Name, address, contact details, email, website and social media details, preferred method of contact, medical history, emergency contact details, accident/incident details, date of birth, birthplace, permission to work, maiden name, issuing country for passport, criminal convictions, evaluation, images and videos consent (permission for under 18s to take part in activity/projects or equivalent).

How we use the information provided:

To promote relevant Windsor, Eton & Ascot Town Centre opportunities.
To assess readiness for activity.
To help evaluate events i.e. number of recipients/ what they think about our event.
To share images/videos with permission for the Windsor, Eton and Ascot Town Partnership and associated websites, social media, sponsorship packs and the press.
To provide essential event/activity information.
To notify individuals of prizes/awards they may have won or be entitled to.
To notify individuals or statutory works and operations in and around the town centre.
To notify individuals and provide updates minor/major incidents in the town centre.

Who has access to the information about you:

Windsor, Eton and Ascot Town Centre Team / Emergency services including the Police, Ambulance, Fire Services and event First Aiders.

Who we may share your information with:

Survey Monkey: we use this website to send out short surveys to capture feedback from our events to help us improve our service. See their privacy notice for more information.
Emergency services to ensure access to restricted areas in the town centre or key facilitates hosting events coordinated by the Town Partnership.
We only share your information if required to do so by law or if required to do so to provide emergency assistance to you where you are incapable of providing consent.