Privacy Policy

Who we are

The Fort Halstead Trust is a Charitable Incorporated Organisation (CIO) with the following objectives:

  1. to maintain and provide public access to Fort Halstead, a Victorian Mobilisation Centre (Scheduled Monument 303), and other associated buildings within the historic enclave as defined by the Fort Halstead site development plan;
  2. to preserve the associated apparatus, documents, films, photographs, artefacts and other items connected to Fort Halstead in support of the objects;
  3. to advance the education of the public on the secret work of Fort Halstead, its outstations, the local communities, and the stories of the people who worked there and its role in the application of science and technology to the defence and security of the UK;
  4. to promote the understanding of the history of science, technology, engineering and mathematics (STEM), its impact, importance and relevance to the modern world;
  5. to work in co-operation with other organisations having similar objectives.

Our aim is to make our archives and historic buildings available to the widest possible audience. To do this we need to acquire and process some personal information from you.

This privacy notice tells you what to expect when The Fort Halstead Trust collects personal information. This can be anything that identifies a living individual. It applies to information we collect about people who engage with us through:

A. Our websites

  • people who access our online content
  • people who contact us, or respond to surveys through our website
  • people who receive any electronic communication from us
  • people who contribute to or interact with the website, forum or social media pages by way of tagging

B. Our services and activities

  • people who subscribe to our services
  • people who book for our events, talks and exhibitions
  • people who make a purchase from us – from our shop, by downloading archival records, or buying images
  • people who contact us with an enquiry or a complaint, or to ask for information we have about them (a subject access request), or to make a freedom of information request
  • people who have signed up tom our mailing list and to receive information from The Fort Halstead Trust
  • people who engage with us professionally, for example from government departments and from the wider archival sectors
  • people involved in collaborative academic partnerships

C. Our archival collections:

A very small percentage of our records containing personal information are selected for permanent preservation in our collection. They are made available in accordance with the Freedom of Information Act 2000, as amended by the Data Protection Act 2018. This includes records created by The Fort Halstead Trust itself.

Legal basis for processing your information

In order to collect, create or otherwise process your personal information for all these activities, The Fort Halstead Trust (as data controller) must have a legal basis for doing so under data protection legislation.

Depending on the circumstances, we may process your personal information because you, or your legal representative, have given us your consent (which you can withdraw at any time). By giving us your consent you are agreeing to The Fort Halstead Trust processing your information in accordance with this privacy notice.

Consent is not the only legal basis under which we can acquire and process your personal information. We do not require your consent to process your personal information if

  • you have entered into a contract with us
  • you have made this information publicly available yourself
  • it is required by law
  • it is necessary for legal cases
  • it is necessary to protect someone in an emergency

Circumstances under which we might process your information

Processing your personal information is required in order to:The  information that is necessary  for this  purpose is:The Fort Halstead Trusts’ lawful basis for using your information
Give you access to our archive and to safeguard the integrity of our collectionYour name and address and
A record of the documents you request
For the prevention of crime in order to protect our archive for future generations
Send you marketing information we think you might find useful or which you have requested from us, including our regular email updates, and information about events and products, and to occasionally inform you of new services we will be providing or we consider will be of interest to youYour contact details
Your marketing preferences
Consent freely given by you when opting in to receive our regular email updates or other communications from us. You may withdraw your consent at any time by clicking on ‘unsubscribe’ in the emails that we send, or by contacting us directly
Conduct research and data analysis and develop statistics to better understand the use made of our building, our car park, and our archival collection, including event attendance and trendsRecords of your attendance at any events hosted by us, singly or jointly with another organisationThis is necessary to perform our legitimate interest with you to ensure that our audience is targeted and relevant. Any research undertaken will done in accordance with safeguards in data protection legislation.
Promote The Fort Halstead Trust, our events, and for inclusion in marketing material, newsletters or the websiteImages in video and/or photographic formWhere you (including our volunteers) have given us your explicit consent to do so.
Administer your attendance at any events you sign up to directly with usContact details
Transaction and payment information (we do not generally hold bank account or credit card details as these are processed by a third party provider)
This is necessary under your contract with us to enable us to register you and properly manage and administer your attendance.
Arrange and manage any contracts for the provision of any services or products: for example, downloading archive material or items from our shopContact details
Transaction and payment information
Records of your interactions with us
This is necessary to enable us to properly administer and perform any contract for the provision of any services and products you have purchased from us.
Manage your interactions with our websiteEmail address
Username
This is necessary to  regulate the conditions under which members of the public may use our services.
use information about your physical or mental health (including any injuries) or disability status to ensure your health and safety when partaking in any of our events or activitieshealth and medical information, provided by you when signing up for  events and activitiesYou have consented to provide us with this information, for your health and safety.
Answer your queries or complaintsContact details
Records of your interactions with us in the form of saved emails
We have a legitimate interest to provide complaint handling services to you.
Gather evidence for possible grievance or disciplinary incidentsAll the personal information we collectWe have a legitimate interest in doing so to provide a safe and fair environment for all volunteers and members of the public.

Sharing your personal information outside The Fort Halstead Trust

Third parties will not have access to your personal information unless the law allows them to do so.

We do not sell your information to any other organisations.

Retention of your personal information

We keep your personal information for no longer than is necessary to fulfil the purposes for which it was collected, as described above or in another privacy notice provided to you, taking into account the requirements from the following criteria:

  • any laws or regulations that we are required to follow
  • whether we are in a legal or other type of dispute with each other or any third party
  • the type of information that we hold about you
  • whether you are still signed up to our services
  • retention in case of queries: we will retain it for a reasonable period in case of further queries from you
  • retention in case of claims: we will retain it for the period in which you might legally bring claims against us (in the UK this means we will retain it for six years)

If you unsubscribe from our newsletter, we will keep a record of the fact that you have unsubscribed.

Your rights over your personal information

Data protection legislation gives you various rights over your information.  These may include (as relevant) the right to:

  • Access information held about you: you must provide us with valid ID, and with enough information to enable us to identify your personal information. In certain circumstances, under data protection legislation, we may not be required to provide all the details of personal information held. . You are only entitled to your own personal data, and not to information relating to other people. If your request is manifestly unfounded or excessive, we can request a “reasonable fee” to deal with the request; or refuse to deal with it. We will provide you with an explanation of this decision.
  • Amend and rectify personal information that is inaccurate and notify any third party recipients of the necessary changes. If your information is in our archival collection we will not alter the record. It may be to your advantage to have this documentary proof that a government record was incorrect. We will, however, consider adding the correct information to the archival record.
  • Request restriction of information processing concerning you or to object to processing of your personal information.
  • Request the erasure of your personal information where it is no longer necessary for us to retain it. If your information is in our archival collection, we will consider withdrawing public access to it.
  • Data portability, including to obtain personal information in a commonly-used, machine-readable format in certain circumstances, such as where our processing of it is based on a consent. This is to assist you if you wish to transfer your information to another organisation. This does not apply to information in our archival collections.
  • Object to automated decision-making, including profiling (if any) that has a legal or significant effect on you as an individual and the right to object to marketing.
  • Withdraw your consent to any processing for which you have previously given that consent, without affecting the lawfulness of any processing based on your consent prior to its withdrawal.

Please see the details in the contact us section if you wish to exercise any rights. We endeavour to acknowledge requests within seven working days and to supply an appropriate timely response and information.

Processing your personal information outside of the EU

All EU countries, including the UK, process personal information according to the General Data Protection regulations, which requires them to have a legal basis for processing it, and gives you rights over your information. Countries outside the EU, although they may have their own Data Protection legislation, will not be subject to the same EU regulations.

Accordingly, we exercise particular care if we need to send your information outside the EU. This ranges from arranging secure methods of transferring it to ensuring that we have a robust contract in place with any third party. If necessary we may send specialist IT staff abroad to inspect and approve the conditions under which your information would be processed.

If you are accessing our services from outside the EU then any information you send or receive from us will, of necessity, be transferred via a non-EU country.

Keeping personal information secure

The Fort Halstead Trust takes the technical and organisational security of all the information it holds very seriously. We protect your information using varying levels of encryption provided by our website hosts.

People in our archival collections

Some of the more recent archives we hold contain information about living people: personal information that has been acquired by the organisations. Your information will be handled according to the safeguards in data protection legislation for archiving in the public interest. This means that we apply the same standards to handling this information, except that some of your rights have a limited application. The National Archives has co-produced detailed guidance about data protection legislation as applied to archives in the UK.

We digitise some of our records for online use.  We make every effort, taking into account the content and condition of the material, to avoid putting personal information online that may cause damage or distress to living individuals.

People who use information about living people from the archives have a duty, under data protection legislation, not to use that information in a way which may cause distress or damage to them. You should also be aware that, just because information is in the public domain, it does not necessarily make it lawful for you to make it public. Personal information is not covered by the Open Government Licence and may also be subject to copyright.

Where to find out more

Contact us

We welcome comments or queries about this privacy notice and our information handling practices.

If you wish to provide comments, update any of your preferences or exercise any of your rights you can use our form. We will respond to you within seven days of receiving your enquiry.

Postal address: Building A14, Fort Halstead, Crow Drive, Sevenoaks, TN14 7BP.

For independent advice about data protection, privacy and data-sharing issues you can contact the Information Commissioner:

Postal address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Telephone: 0303 123 1113.

Website: https://ico.org.uk/global/contact-us/helpline