About this policy
This privacy notice sets out the way we process your information and details our privacy and fair processing policy. We will always refer to this page when we ask you for your consent. We will keep this page updated to show you all the things we do with your personal information so that you can be confident when sharing your information with us that it will be only used for what we say here.
Personal information is information that can be used to identify you. It can include your name, date of birth, email address, postal address, telephone number, credit/debit card details, as well as demographic information, and opinions or comments. We only collect the personal data that we need, for example in connection to registering for updates, and this may have been provided when completing online forms, or via discussion social media.
How we use information
Your activities and involvement with us will result in personal data being created. For example, when you register to receive e-communications, make a donation to us, or otherwise give us personal information.
Personal data provided to us will be used for the purposes outlined at the time of collection or registration in accordance with the preferences you express.
Personal data collected and processed by us may be used for the following purposes:
- Administrative purposes
- Fulfilment of orders for goods and services requested
- Administration of donations and legacies
- Communications about our conservation, membership, fundraising and other activities that we think may be of interest to you
- Research and statistical analysis on information about your interests and involvement with our work in order to:
- Improve our understanding of the things that we do that are of most interest to you, and to develop better ways to serve you
- Improve our website to ensure that content is presented in the most effective manner for you and your device.
We never sell your data and your personal data is not shared with third parties or used in any other way (other than described in this policy or as required by law) unless you agree.
How we collect and use anonymous, non-personal data
You can browse the Triratna Picture Library website without telling us who you are or revealing any personal information about yourself or your location. The websites collect some anonymous information about you automatically as you move through the site.
We use Google Analytics to collect information about site usage and performance. We use this data to inform:
The development of our service (for example, we like to know which browsers most of our visitors are using).
The information collected automatically in this way does not contain anything that can identify you personally. It provides data about what users do on the site, but not who they are.
With regard to each of your visits to our website, we may automatically collect the following information:
Technical information, including the Internet protocol (IP) address used to connect your device to the Internet, browser type and version, time zone setting, operating system and platform
Information about your visit, including, for example, the referral site (e.g. social media channel), date and time, news or exhibitions you viewed or searched for, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs)
Our work with third parties, including, for example, payment services, analytics providers, search information providers, means that we may receive information about you from them.
The Urgyen Sangharakshita Trust always acts upon your choices around what type of communications you want to receive and how you want to receive them. However, there are some communications that need to happen regardless of your marketing preferences.
These are what we would describe as essential communications to fulfil our promises to you as a member or buyer of goods or services from the Museum. Examples of this type of communication would be:
– Transaction notification messaging, such as Direct Debit confirmation
– Membership related mailings such as your annual Donor Report mailing.
Your privacy matters to us, and you are always in control of how we communicate with you. You can update your choices by contacting us at the address below.
If you have chosen to hear from us, we may send you information about what is most relevant to you or about topics that you have told us you are most interested in.
Fundraising, donations and legacy pledges
Where we have your permission, we may invite you to support our development and conservation work by making a donation, or getting involved in fundraising activities or events, or by leaving a gift to the Urgyen Sangharakshita Trust in your will.
Occasionally, we may invite some supporters to attend special events to find out more about the ways in which their support can make a difference to specific projects and to our cause. We’ll also send you updates on the impact that you make by supporting us in this way, unless you tell us not to.
If you make a donation, we’ll use any personal information you give us to record the nature and amount of your gift, claim gift aid where you’ve told us you’re eligible and thank you for your gift. If you interact or have a conversation with us, we’ll note anything relevant and store this securely on our systems.
You can unsubscribe from Triratna Picture Library e-newsletters at any time. Just click on the ‘unsubscribe’ link in the email. It appears on every e-newsletter we send out.
We hold your information only as long as necessary for each purpose we use it. We evaluate the personal data collected by us to determine whether it is current and still needs to be held. Subject to any legal retention requirements, e.g. VAT regulations require appropriate financial records to be retained for six years, you may notify us if you no longer wish your data to be held by the Urgyen Sangharakshita Trust. You may also request details of your personal data held by the Urgyen Sangharakshita Trust. For guidance on submitting individual requests for information, please see ‘Accessing and updating your personal data and preferences’ below.
Once you submit information to us you are no longer anonymous. Any personal information that you choose to give to us will be transferred and stored on secure local servers in a safe, confidential and secure environment.
You are advised that the Internet is not a secure medium. The Urgyen Sangharakshita Trust will use reasonable endeavours to keep your information confidential. Internal procedures cover the storage access and disclosure of your information.
The Urgyen Sangharakshita Trust cannot guarantee the security of any information you transmit to us and you do so at your own risk. When we collect your personal information we use strict procedures and security features to prevent unauthorised access.
Payment details (such as card number and expiry date) go through a secure server operated by the Urgyen Sangharakshita Trust’s Payment Service Provider and to which the Urgyen Sangharakshita Trust does not have direct access. This means that when you input card data into the payment page, you are communicating directly with the payment service provider and the service provider passes your payment to us, this means that your payment card information is handled by the payment service provider and not processed or held by us.
You are advised to log out after completing any online transactions.
The Urgyen Sangharakshita Trust may disclose personal data if required to do so by the police, or any other regulatory or government authority investigating suspected illegal activities, or may do so to protect or defend the rights or property of the Urgyen Sangharakshita Trust or to protect the personal safety of the Urgyen Sangharakshita Trust employees or the public at large.
Job applicants, volunteers, current and former employees
In order to comply with our contractual, statutory, and management obligations and responsibilities, we process personal data, including ‘sensitive’ personal data, from job applicants and employees.
If you apply to work at the Urgyen Sangharakshita Trust we will use the information you supply to process your application and to monitor recruitment statistics. Personal data such as references, emergency contacts, medical conditions will be retained for legal or contractual reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.
Where we want to disclose information to a third party, for example where we want to take up a reference, or obtain a ‘disclosure’ from the Criminal Records Bureau, we will not do so without informing you beforehand unless the disclosure is required or otherwise permitted by law.
Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed. We may retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals will be identifiable from that data.
Once you have taken up employment with us we will compile a file relating to your employment. The information contained in this will be kept secure and will be used for purposes relevant to your employment. Once your employment has ended, we will retain the file in accordance with the requirements of our retention schedule.
Accessing and updating your personal data and preferences
You can ask us what information we hold about you by contacting us. A copy will be sent to you as soon as possible but this will not be later than 40 days after your request.
Please keep your information up-to-date by letting us know of any changes to your details, or changes you would like made to your marketing preferences.
Triratna Picture Library, Adhisthana, Coddington Court, Coddington, Ledbury HR8 1JL, Herefordshire, UK
What are cookies?
Cookies are small data files that are sent from a website to your computer or mobile phone. They are stored on the hard drive of your device. Some are stored just for the duration of your visit to the website, others are stored for much longer periods.
Cookies are used to remember useful information which allows certain functionality within the website to work, for example remembering where you have reached within an order process, or if you’ve logged in to a site. Cookies can’t harm your computer.
How long do cookies last?
Cookies last for different lengths of time depending on what they are used for.
Session cookies are temporary cookies and are only stored until you leave the website or when you close your web browser.
Persistent cookies last for a fixed period of time, defined within the cookie, and allow the website to recognise the device again when the user returns to that website on that device.
Information about the duration of cookies used on triratnapicturelibrary.org will be published in the near future.
Who sets the cookie?
First party cookies – these are set by the website that you are visiting and can only be read by that website.
Third party cookies – these are set by an organisation other than owner of the website. This might be for the purposes of website measurement, being able to watch a video on the site or for the purposes of advertising.
Both first and third-party cookies are set on triratnapicturelibrary.org. We will be publishing a list of these in the near future.
How cookies are used
Strictly necessary cookies
These types of cookies are used to make sure parts of a website work and that you can use the site effectively, such as remembering certain information on a form when you go to another page before the form has been completed.
On triratnapicturelibrary.org.uk we use ‘Strictly Necessary’ cookies to:
Remember information you’ve entered on our join and donate forms when you navigate to different pages in a single web browser session
Remember correct membership or donation values when you have made a payment to us.
The cookies that we have defined as ‘Strictly Necessary’ cookies will NOT be used to:
Gather information that could be used to advertise products or services to you.
Remember any preferences you have set beyond the current visit.
If you prevent these cookies you may not be able to use certain features on triratnapicturelibrary.org
These cookies are used to measure the performance of websites and see how websites are used. We use ‘Performance’ cookies to improve how the website works and measure our marketing activity. Information that is collected using these cookies are aggregated and anonymous and we are not able to identify individual users with these cookies.
On triratnapicturelibrary.org we may use ‘Performance’ cookies to:
Provide aggregated statistics on how our website is used.
See how effective our marketing activity is (we don’t use this information to target adverts to you when you visit other websites).
Help us improve the website by measuring any errors that occur and also to improve the performance of the site.
Test different designs of page on our website.
Cookies we have defined as ‘Performance’ cookies will NOT be used to:
Gather information that could be used to target you with advertising on other websites.
Remember any preferences you have set beyond the current visit.
These types of cookie allow websites to remember choices you make (for example, your user name, language or the region you are in) and provide enhanced, more personal features. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services on the site such as watching a video. These cookies do not track your browsing activity on other websites.
We use ‘Functionality’ cookies on www.triratnapicturelibrary.org. to:
Remember settings you’ve applied such as layout and text size.
Remember if you have already completed our online survey.
Cookies defined as ‘Functionality’ will NOT be used to:
Gather information that could be used to target you with advertising on other websites.
Advertising or Targeting cookies
These cookies are used to deliver adverts more relevant to you and your interests. They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of the advertising campaign. They are usually placed by advertising networks with the website operator’s permission. They remember that you have visited a website and this information is shared with other organisations such as advertisers. Quite often targeting or advertising cookies will be linked to site functionality provided by the other organisation.
We use ‘Advertising’ cookies on triratnapicturelibrary.org. to:
Link to social networks like Facebook, who may subsequently use information about your visit to target advertising to you on other websites.
Identify that you have visited the Triratna Picture Library website, so that we can show you relevant adverts from the Triratna Picture Library.
Cookies used on www.triratnapicturelibrary.org
On triratnapicturelibrary.org. we use both first and third party cookies.
Third-party cookies are ones that are not set directly by the Urgyen Sangharakshita Trust, but they may be dropped onto your computer by a third party when you use one of our websites, or do certain things on one of our websites.
the ‘share’ buttons let you share pages with your friends through websites like Twitter and Facebook. These sites may set a cookie when you login to share things.
As third party cookies aren’t set by us, we can’t control how they work – but we can control which websites we choose to work with. We take your privacy seriously and we would never work with a website we don’t trust.