Privacy & Cookies

Letchworth Garden City Heritage Foundation

Privacy and Cookies Policy

The privacy policy sets out how Letchworth Garden City Heritage Foundation uses and protects any information that you provide to us when using any of our services.

The General Data Protection Regulation (GDPR) 2018 is a regulation which replaces the Data Protection Regulation (EU)2016/679. For the purposes of the UK GDPR and the Transfers of Personal Data, a transfer of personal data to a third country or an international organisation is based on adequacy regulations. (See the full legislation here.

Letchworth Garden City Heritage Foundation is committed to protecting the privacy of those who interact with any one of our charitable services or departments (Heritage Advice Service, Property, Grants, Garden City Collection). The Heritage Foundation takes seriously our obligations with regards to the Data Protection Act 2018.

The Data Controller Contact Details

The Heritage Foundation is the Data Controller for any information you supply to us. The company registration number is 28211R (Registered under the Co-operative and Community Benefit Societies Act 2014.

Letchworth Garden City Heritage Foundation
One Garden City
Letchworth Garden City

Tel: 01462 530350

This privacy policy sets out how we process the personal data of our website visitors and customers. Any personal data processed in line with our Privacy Policy is controlled by us, as the data controller.

Personal Data

Personal data means any information relating to a person who can be identified either directly or indirectly; it may include name, address, email address, phone number, IP address, location data, banking details (if applicable) and other personal data (further referred to as “Personal Data”).

Purpose of collecting your data and what we use it for

The Heritage Foundation may receive or collect your personal data for the purposes of providing our services. This data will include but not limited to your name and contact details, home and email address.

To evidence your consent for Heritage Foundation to use your personal information we will store your IP address and some basic browser header information for our internal logs at the point of consent.

Information you give to us or we collect about you.

This is the information you give us by filling in forms on our site, or by corresponding with us by phone, e-mail or otherwise. It includes information you provide when you register to use our site, to enter our database, subscribe to our services, attend our events, and participate in discussion boards.

Other social media functions on our site, enter a competition, promotion or survey, and when you report a problem with our site.

The information you give us or we collect about you may include your name, address, private and corporate e-mail address and phone number, financial information, compliance documentation links to your professional profiles available in the public domain e.g. LinkedIn, Twitter, business Facebook or corporate website.

Purposes of the processing and the legal basis for the processing

We use information held about you in the following ways:

  • To provide you with information about other services we offer that are similar to those that you have already purchased, been provided with or enquired about.
  • Our legal basis for the processing of personal data is our legitimate business interests, described in more detail below, although we will also rely on contract, legal obligation and consent for specific uses of data.
  • We will rely on legal obligation if we are legally required to hold information on to you to fulfil our legal obligations.
  • We will in some circumstances rely on consent for particular uses of your data and you will be asked for your express consent.

Heritage Foundation Communications

When you sign-up for our e-newsletter:

  • To enable us to send you information about the latest news and events of the Heritage Foundation.
  • The lawful basis for processing is your consent.

Heritage Advice Service

When you make an application to us to alter your home:

  • To enable the team to create and monitor your application record and use those details to progress your application.
  • For more information on Privacy relating to our Heritage Advice Service, click here
  • The lawful basis for processing is to fulfil the contractual arrangements between you and us.

Property Team

Information required to manage your tenancy:

  • Enable the team and our managing agent to carry out their duties in the management of your property and tenancy.
  • The lawful basis for process is to fulfil the contractual arrangements between you and us.


When you make an application for a grant:

  • To enable a member of the Grants Team to contact you during the application process should we need further information about your application.
  • To be able to assess your application as thoroughly as possible.
  • To communicate the outcome of the application to your group, manage subsequent actions which could include payments, the monitoring of the grant and evaluating the outcomes of the grant.
  • The lawful basis for process is to fulfil the contractual arrangements between you and us.

Garden City Collection

When you volunteer at the Garden City Collection:

  • To ensure we can contact you in case a session is cancelled or if we want to keep you informed of events.
  • The lawful basis for processing is legitimate interest.


If you have attended one of our events using Eventbrite:

  • We may use this information to contact you ahead of similar events for marketing purposes.
  • The lawful basis for processing is consent.


  • We use financial information to process payments due from or to you in accordance with the terms of any arrangements entered into between you and us.
  • The lawful basis for processing is to fulfill the contractual arrangements between you and us.

Where your information is held

We are UK based organisation and all data is stored and retained in our secure systems.

How long do we keep your information for?

We will only retain your data as long as there is a statutory or legal requirement to do so or in order that we are able to provide a service to you. This will usually require us to retain your personal data for a set period of time after any relationship has ended for accounts and records purposes.


We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place security measures and managerial procedures to safeguard and hold secure the information we hold.

People who visit our offices and venues

We have security in place at our locations, for the physical security of client information and for the benefit of our staff.

Signs in all our locations confirm that CCTV is in operation. The images are held securely and only accessed when needed when investigating an incident.

To hold and process the visitor details and CCTV, we believe it is a legitimate business interest that visitors are captured and controlled in this way.

Why do we process data?

CCTV and building access controls and may require visitors to our offices to sign in at reception and keep a record of visitors. This is retained in case of theft or other incidents and to protect the staff and information in the office.

What data do we hold?

Personal data that may be stored on CCTV will be footage of those visiting our offices.

Our visitor book may include name, business, times and car registration.

How long do we hold data for?

Visitor records are accessed on a need to know basis only. CCTV recordings are typically overwritten after 30 days unless we identify an issue requiring investigation.

We use an external security company who manage our CCTV footage and the security of the organisation.


Should we want or need to rely on consent to lawfully process your data we will request your consent orally, by email or by an online process for the specific activity we require consent for and record your response on our system. Where consent is the lawful basis for our processing you have the right to withdraw your consent to this particular processing at any time.

Other Uses we will make of your data:

  • Use of our websites.
  • To notify you about changes to our services.
  • To ensure that content from our site is presented in the most effective manner for you and for your computer.

We may use this information:

  • To administer our site and for internal operations, including troubleshooting, data analysis, testing, research, marketing, statistical and survey purposes;
  • To improve our site to ensure that content is presented in the most effective manner for you and for your computer;
  • To allow you to participate in interactive features of our service, when you choose to do so;
  •  As part of our efforts to keep our site safe and secure;
  • To measure or understand the effectiveness of promotion and marketing we serve to you and others, and to deliver relevant promotions and marketing to you;
  • To make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them.

We do not undertake automated decision making or profiling. We do use our computer systems to search and identify personal data in accordance with parameters set by a person.

Generally only staff relevant to your interaction with us has access to your personal information, however, in some cases we share it with other organisations, such as:

  • Contractors and managing agents
  • Local authorities
  • Legal advisors
  • Police and fire service
  • Medical professionals
  • Surveying agencies (who only act on our behalf)*

We always make sure the organisations understand that the information must be used for the reasons we have specified and must be kept safe and secure.

These organisations are also bound by contractual data sharing agreements.

Why we share your information:

  • Legal requirements
  • To provide services to our tenants
  • To maintain accuracy

We may sometimes be required to share information by law, without your consent, on the grounds of:

  • Crime prevention or detection
  • Taxation/fraud reasons (including housing fraud with local authorities)

In any other instances your personal information will not be shared with any other third parties, unless your explicit consent has been granted.

We will not transfer your personal data - to ensure that you benefit from the rights and safeguards that are applied to personal data across that area.

Your rights

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes and we will collect express consent from you if legally required prior to using your personal data for marketing purposes.

You can exercise your right to accept or prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at

Our site may, from time to time, contain links to and from the websites of our partner sites, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

The GDPR provides you with the following rights.


  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party in certain formats, if practicable.
  • Make a complaint to a supervisory body which in the United Kingdom is the Information Commissioner’s Office. The ICO can be contacted here

Access to information

The Data Protection Act 2018 give you the right to access information held about you. We also encourage you to contact us to ensure your data is accurate and complete.

Your right of access can be exercised in accordance with the Act and subject access request should be submitted to

Changes to our privacy notice

Any changes we make to our privacy notice in the future will be posted on our website page and, where appropriate, notified by e-mail. Please check back frequently to see any updates or changes to our privacy notice.


In order to collect the information as described in this Privacy Policy, we may use cookies and similar technology on our website.

A cookie is a small piece of information which is sent to your browser and stored on your computer's hard drive, mobile phone or other device.

You can set your browser to notify you when you receive a cookie. This enables you to decide if you want to accept it or not. However, some of the services and features offered through websites may not function properly if your cookies are disabled.

Cookies can be first party or third party cookies.

First party cookies - cookies that the website you are visiting places on your computer.

Third party cookies - cookies placed on your computer through the website but by third parties, such as Google.

Cookies on our site

We use the following cookies on our website:

Strictly necessary cookies
These cookies are essential to enable you to move around the website and use its features. Without these cookies, services you have asked for cannot be provided. They are deleted when you close the browser. These are first party cookies.

Performance cookies 
These cookies collect information in an anonymous form about how visitors use our website. They allow us to recognise and count the number of visitors and to see how visitors move around the site when they are using it and the approximate regions that they are visiting from. These are first party cookies.

Social Media cookies
These cookies allow you to connect with social media networks These are persistent cookies which will be kept on your device until their expiration or earlier manual deletion.

We may combine information from these types of cookies and technologies with information about you from any other source.

Cookie consent and opting out

We assume that you are happy for us to place cookies on your device. Most Internet browsers automatically accept cookies. However, if you, or another User of your device, wish to withdraw your consent at any time, you have the ability to accept or decline cookies by modifying your browser setting. If you choose to decline cookies, you may not be able to fully experience the interactive features of our websites, platforms and services.

When you arrive on our website for the first time a pop-up message will appear asking for your consent to place advertising cookies on your device. In order to provide your consent, please click ‘I understand’. Once your consent has been provided, this message will not appear again when you revisit. If you, or another User of your device, wish to withdraw your consent at any time, you can do so by altering your browser settings, otherwise we will assume that you are happy to receive cookies from our website.

For more information please visit All about Cookies and Your Online Choices

Contact Us

If you have any questions about our Privacy Policy, including any requests to exercise your rights, please contact our company secretary using the details set out below:

By post to:

Company Secretary
Letchworth Garden City Heritage Foundation
One Garden City