Privacy Policy
1. Introduction
In May 2018 the General Data Protection Regulation (GDPR) came into force. It requires all organisations that hold personal data to be transparent about the data they have, why they have it and how it is used.
East Suffolk National Trust Association (referred to as ESNTA or the Association) is committed to protecting your privacy and security. The Association is therefore publishing this policy to explain how and why we use your personal data, and to ensure you remain informed and in control of your information.
2. What personal data do we hold?
The information ESNTA holds on its members is the information that members have provided when they completed their membership forms or subsequent updates when changes in their circumstances have been advised to us. The annual membership renewal process will provide an opportunity for members to inform the Membership Secretary of any changes in their personal information.
This data consists of name, address, telephone number, National Trust number and in some cases email address. We do not hold any sensitive personal information.
Those applying to join in ESNTA activities or outings may be asked to give emergency contact details. This allows a relative or friend to be contacted on your behalf if an emergency arises during the activity. These details will be destroyed as soon as practicable after the event. If anyone objects to this additional information being held you can decline to give this information when asked. We are also required to keep any incident records for a four year period, membership details will also be held for the same length of time from the end of the year when membership ceases, in order to keep in line with this requirement.
3. What do we do with your data?
We use the details we hold about you to contact you about your membership and to send you information about the Association, including the newsletter and information about our events and activities. When we no longer need data, or when someone has asked for their data to be deleted, it will be deleted securely. We will ensure that data is permanently deleted from computers, and that paper data is shredded.
The information is used in the creation of address labels for our “Newsletters”, these are currently printed for us by a trusted local company, “Gipping Press Ltd” based in Needham Market. We use some of the information to keep records of your subscriptions. Organisers of outings will also use appropriate data to assist them in the organisation and bookings. For example Coach companies may require some information in order to book their services. Members who book places on such outings will be asked to fill in specific booking forms which will be used for that purpose only. If you need information about the policies of any other company, please refer to the privacy policy of that company rather than to us.
4. On what lawful basis do we hold this data?
The Association has Legitimate Interests in holding and using this information for the following reasons:
When members filled in their details on the application form they had a reasonable expectation that those details would be used to keep them informed and to contact them about their membership.
It is necessary for administration and fulfilment of people’s membership. It would not be possible for ESNTA to keep members informed or to administer their membership without holding and using that data.
5. Can I see or change my information?
You have a right to see the information we hold on you, for example if you wish to check it for its accuracy. If you wish to do so, please contact our Membership Secretary by post (please use the contact address from the latest ESNTA newsletter), or by email (membershipesnta@gmail.com).
6. Email address and phone number
If you have given us your email address or phone number we may use this to contact you about your membership, reminders of meetings or to pass on important information that can't wait until the next newsletter. We will not use your email address or telephone number for other purposes without obtaining your specific consent.
Some members have asked us to send their newsletter in electronic form via email so we have their specific consent for doing this.
7. Our website
Our website is hosted by Google Sites and may use cookies to collect information about visitors for the purpose of analysis and statistics. This information cannot identify who individual visitors are. No personal information is collected. You are able to set up the Browser / Search Engine on your computer to reject non-essential cookies. For information about opting out of non-essential cookies please see the information provided by “Your Online Choices” which can be found at: https://www.youronlinechoices.com/uk/opt-out-help
For information: the Google Sites Privacy policy can be found on:
https://sites.google.com/view/newfreeapps/privacy-policy
Contacting Google about their policy – copied from the “Google” website:
“If you have any questions about our (Google Sites) Privacy Policy, or if you want to know what information we have collected about you, please email us at alduaisahmed202020@gmail.com. You can also correct any factual errors in that information or require us to remove your details form any list under our control.”
To learn more about cookies and how they are used please also see:
https://www.nationaltrust.org.uk/our-policies/cookie-policy
If you send the Association an email your email address will be used for sending you a reply but will not be used for any other purpose. We do not pass on email addresses to anyone else.
If you click links to other web sites linked from our website, those sites may use their own cookies. These do not identify you personally or harm your computer but they may occasionally result in you seeing advertisements on other websites that are intended to reflect your interests.
pp v5 (August 2025)