Privacy Policy Statement

Privacy Policy Statement2019-02-05T11:47:31+01:00

Privacy Policy Statement –
European Historic Houses Association (EHHA)

Please read this privacy policy carefully as it contains important information about the personal
information the European Historic Houses Association (“we”, being the data controller of your
personal data) may collect, how it may be used, your rights in relation to such information, how to
contact us about our use of your personal information and how to unsubscribe from
communications from us.
This policy applies to personal information we obtain through a variety of channels including your
use of this website, other online communications, email, telephone, in writing or in person.

INFORMATION WE COLLECT
Personal information
Personal information is provided to us by several groups of people. These include: people who
contact us in relation to the information, events and services we provide; people who apply for
membership with us; people who register for an event we are offering; people who opt to join our
mailing list; people who apply for a position in our organisation. The information you will be
asked to provide, or you may provide unprompted in these circumstances will generally include
details such as your name, address, contact information including telephone numbers and email
address. If you opt to provide us with any personal information we use this in various ways,
including the following:

 People who contact us in relation to the information, events and services we
supply
We will use your personal information to respond to you about your query in relation to our
information, events and services to fulfil your requests and queries.
 People who apply for membership with us
We will use the personal information you provide to process your application and to administer
your membership. This will include sending you our e-newsletter, renewal notices, and other
publications and reports.
 People who register for an event we are offering
Your personal information will be used to process your registration. This may involve passing
such information (generally your name and contact details) onto a third-party provider such as the
venue or host for the event, for security purposes, for example. In such circumstances, we will ensure that contracts, processes and arrangements are in place to ensure the safe and confidential
processing of your personal information at all times.
 People who join our mailing list
If you sign up to our mailing list through our website, the data you provide on registration is used
only by EHHA to provide you with our e-newsletter and other information which we believe will
be of interest to you from time to time. You can unsubscribe from such communications at any
time by contacting us in the manner described below or by clicking on the link that appears at the
bottom of every newsletter and email from us.
 People who apply for a position in our organisation

We will use the information you supply to us in application for a position at EHHA to process
your application. If we wish to disclose information to a third party, for example in order to take
up a reference we will not do so without informing you first. Personal information about
unsuccessful candidates will be held for a reasonable period after the recruitment exercise has
been completed, after which it will be destroyed or deleted. We may, from time to time, use such
information to contact you if another position becomes available in which we believe you may be
interested. If you take up a position with EHHA, we may pass your personal information to a third
party in connection with your engagement with EHHA (for example, a third-party payroll or
pension provider) on terms which protect and ensure the safe and confidential processing of such
information.
In all the above cases we will also use your email or postal address to contact you from time to
time in relation to similar information, events and services which we believe will be of interest to
you.
You can opt out of communications from us at any time by contacting us in the manner described
below (under ‘Ceasing Contact’ and ‘How to contact us’) or by clicking on the link that appears at
the bottom of every newsletter and email from us.

General information about website use
We use a third-party service, WordPress.com, for editing our website. We use a standard
WordPress service to collect anonymous information about users’ activity on the site, including,
for example the number of users viewing pages on the site. WordPress is provided by Automattic
Inc. For more information about how WordPress processes data, please see Automatic’s privacy
notice at https://automattic.com/privacy/.
If we do wish to collect personal information through our website, we will make this clear when
we collect it and will explain what we intend to do with it.

We do not buy or rent information about you from third parties. All the information we have
about you has been provided by you (or is publicly available, for example your postal address if
you have not provided that to us directly and we need to check it to get in touch with you by post).
We only use your personal data for the reasons described above. We do not carry out any profiling
of your personal information, nor is your data used in relation to any automated decision-making.

Who your information might be shared with

We will not share your personal information with third party organisations for marketing
purposes, but may outsource particular functions (for example, payment processing, conference
administration for events, subscriptions and renewals). In such cases we will only use reputable
organisations and have contracts, processes and arrangements in place to ensure the safe and
confidential processing of personal information at all times.
We may also disclose personal information where required or otherwise permitted by law.
We will always ensure an adequate level of protection is provided for personal information
transferred outside the European Economic Area.
What are the legal grounds for our processing of your personal information?
In many cases it is necessary for us to use your personal information to fulfil a contractual
obligation between us, or to provide you with your membership benefits such as our members
section on our website and details about upcoming events.
In other cases, you have provided your explicit consent to our processing your information, such
as when you sign up to our e-newsletter.
When we contact you in relation to information, events and services such as forthcoming
publications and reports, we consider that we have a legitimate interest in using your personal
information to do so because we believe that the information will be of interest to you, that telling
you about it by email or post is a proportionate and reasonable way of informing you and that
such communications are something you expect to receive from us from time to time and do not
override any rights you have in relation to your personal information. Furthermore, you may opt
to stop receiving such communications at any time by clicking the ‘unsubscribe’ button at the
bottom of each email or by contacting us by any other means (as set out below).
How long do we keep your personal information?
We keep your personal information only so long as required for our reasonable operating needs in
relation to the processing we are carrying out with such data (for example, providing you with
information, events and services or information about them which we believe will be of interest to
you).

Use of cookies
A cookie is a small text file which is placed onto your computer (or other electronic device) when
you use our website. We use cookies on our website. For example, cookies may monitor how
many times you visit the website, which pages you go to, and the originating domain name of
your internet service provider. Although cookies may obtain information about your computer or
other electronic device such as your IP address, this will not usually identify you personally. If
you do not want to accept cookies, you can change your browser settings so that cookies are not
accepted. This may reduce the efficiency of your use of the site in certain instances. For further
information about cookies and how to disable them, see:
https://support.google.com/accounts/answer/61416?co=GENIE.Platform%3DDesktop&hl=en

Keeping your data secure
We have put in place the necessary physical, electronic and administrative procedures to
safeguard the personal information we collect.

Third party websites
Our website contains links to other websites which are outside our control and are not covered by
this privacy notice. Examples include Facebook, Twitter, and LinkedIn. EHHA is not responsible
for the privacy policies of such external websites and you are encouraged to refer to the
appropriate policies of such sites directly for information about the personal information which
they may collect and how they use it.
Your rights in relation to your personal data
You have a number of rights in relation to the personal data we hold about you. These include the
following:
 The right to know about how we use your personal information–which we provide to
you by way of this privacy notice; please contact us as detailed below should you
require further information.
 The right to request a copy of your personal information and information about how
we process it. You can request a copy of the information which we hold about you by
contacting us in the manner described below. When making such a request, please let
us have proof of your identity and address (a copy of your driving licence or passport
and a recent utility or credit card bill) and let us know what information you require.
We will not charge for providing such information but reserve the right to charge a
reasonable fee where we consider your request to be excessive, manifestly without
reasonable grounds or you request further copies.
 The right to correct any mistakes in the personal information we hold about you. If you
would like to do so, please contact us in the manner described below giving us
sufficient information to identify you and informing us what information is incorrect
and how it should be corrected. You will not be charged for this.
 The right to object to or to restrict processing of your personal information in certain
circumstances.
 The right to have your personal information erased in certain circumstances
(sometimes called the ‘right to be forgotten’).
 The right to move, copy or transfer your personal information in certain circumstances
(allowing you to obtain and reuse the personal data we hold for your own purposes).
 The right to complain to the European Data Protection Supervisor, the EU’s
independent data protection authority: https://edps.europa.eu/data-protection/ourrolesupervisor/complaints_en.

Children
We understand the importance of protecting the privacy of children. We therefore do not
knowingly collect or maintain personal information from persons under 13 years of age. We will
take appropriate measures to delete any personal information we discover to relate to persons
under the age of 13 years.

Ceasing contact
If you would like us to stop contacting you for any reason, please contact us as described below.
Alternatively, you can click on the ‘unsubscribe’ button at the bottom of the communications you
receive from us by email.

How to contact us
Please contact us if you have any questions about this privacy policy or the information we hold
about you by: sending an email to info@europeanhistorichouses.eu, writing to us at European
Historic Houses Association Office Rue de Trèves / Trierstraat 67, B – 1040 Bruxelles, or by
calling us at +32 (0)2 400 77 00.

Changes to the privacy policy
We may change this privacy policy from time to time. Please check the policy to ensure you are
aware of the most recent version. This policy was last updated in August 2018.