Jaguar Daimler Heritage Trust logo

Jaguar Daimler Heritage Trust Privacy Policy


Who we are

Jaguar Daimler Heritage Trust

Collections Centre

British Motor Museum

Banbury Road

Gaydon

Warwickshire

CV35 0BJ

 

We are registered as a Charity under the Charities Act, 1960, and our registration number is: 286863

 

We are registered under the Companies Act, 2006, and our registration is: 1709907.

Our registered office address is: Abbey Road, Whitley, Coventry, CV3 4LF.

Privacy Policy Explained

In accordance with the General Data Protection Regulation, this notice sets out how Jaguar Daimler Heritage Trust (JDHT) uses and protects the personal information you provide to us.

You don't have to disclose any personal information to simply browse the site, only when you register with us.

Once you have read our Privacy Policy, if you do not agree to it please do not use our site or services. Please also note, this site is not intended for children, specifically anyone under the age of 16, so if you are under this age please do not use our site.

We may make changes to this policy from time to time to reflect changes in the law and/or our privacy practices. We will let you know of any significant changes. Please familiarise yourself with this policy each time you use our site or services to note any changes. This policy is effective from 25th May 2018.

Privacy Officer Details

If you have any questions about this Privacy Policy or would like further information, please write to us at;

Privacy Officer

Collections Centre

British Motor Museum

Banbury Road

Gaydon

Warwickshire

CV35 0BJ

 

Or email: enquiries@jaguarheritage.com. Alternatively, you can call us on +44 (0)2476 564425.

 

Why do we process your data?

We will only collect and use your information when we have to – known as a “lawful basis”. These include:

  • Contract - your personal information is processed in order to fulfil a contractual arrangement
  • Consent – where you agree to us using your information in a particular way
  • Legitimate Interests - this means the interests of JDHT in managing our business to allow us to provide you with the best products and service in the most secure and appropriate way
  • Legal Obligation – where there is statutory or other legal requirement to share the information e.g. when we have to share your information for law enforcement purpose

Here are a list of ways we may collect your data:

 

Registering an online account with us


Why we collect your information:

When you register on our website, we will need to collect certain information about yourself. This will include your name, address, company name and VAT number, phone number, email address and IP addresses (the location of the computer on the internet). This is necessary to manage your account and, should you wish to purchase items from our website, this information will be used to provide updates about your order – this means our reason for processing is legitimate interest.

How long we keep it for:

Your online account will remain active until you ask us to close it down or remove it. You can do so by emailing enquiries@jaguarheritage.com or writing to us at Privacy Officer, Jaguar Daimler Heritage Trust, Collections Centre, British Motor Museum, Banbury Road, Gaydon, CV35 0BJ.

Where we keep it and who has access:

This information is stored on our website and can only be accessed by limited members of staff with administration access and is protected by appropriate technical safeguards. Website accounts are stored by our webhost Discountasp.net. We also use a third party IT service provider who helps us to monitor our website and fix any issues. They are obliged to safeguard your data in just the same way we are.

 

Heritage Certificates and Technical Specifications

 

Why we collect your information:

We may collect your contact information, shipping address, payment details, payment card holder details,  details of the vehicle the application pertains to and name and address of owner/previous owner of the vehicle (through uploaded supporting documentation). This is in order for us to produce your certificate and/or technical specification, keep a record of certificates and/or technical specifications produced, and to protect the Trust and the information that it holds. It also enables us to monitor the use of our charitable services.  This means our reason for processing your data is legitimate interest.

How long we keep it for:

We will retain the initial order information for 2 years. This is necessary should you dispute anything on your certificate and for our financial statements to be audited. If you have ordered via our website, your completed order will remain on your account until you ask us to close your account down or remove it. A copy of the certificate and/or technical specification, and a digital record of the certificate issued will be kept forever.

Where we keep it and who has access:

Your information is kept securely. The paper-based enquiries are kept in secure storage. Emails are stored securely on either the Jaguar Land Rover system or JDHT’s own system (provided by Acutec). Website orders are stored by our webhost Discountasp.net. Payment information is processed by PayPal or Sagepay.

These third-parties are obliged to safeguard your information in just the same way we would.

Your information will only be available to the JDHT staff. JDHT Volunteers may also assist in the initial research necessary to produce the certificate.

Maintenance Charts, Guides and Prints


Why we collect information:

When you order an item mentioned above, via our website, email or post, we will collect your contact information, shipping address, payment details and, if applicable, payment card holder details. This is in order to fulfil your order and to monitor the use of our charitable services. This means our reason for processing your data is legitimate interest.

How long we keep it for:

We will retain a hard copy of your initial order for 2 years. This is necessary to enable JDHT to track the use of our charitable services over a set period of time and for our financial statements to be audited.  If you have ordered via our website, your completed order will remain on your account until you ask us to close your account down or remove it.

Where we keep it and who has access:

Your information is kept securely. The hard copies of your order are kept in secure storage. Emails are stored securely on either the Jaguar Land Rover system or JDHT’s own system (provided by Acutec). Website orders are stored by our webhost Discountasp.net. Payment information is processed by PayPal or Sagepay.

These third-parties are obliged to safeguard your information in just the same way we would.

Your information will only be available to the JDHT staff.

 

Paint Codes

Why we collect information:

When you submit a paint code enquiry to us, via email or post, we will ask you for your contact information, payment details, payment card holder details and details of the vehicle the enquiry pertains to. This is to enable us to respond to your enquiry and take payment. It also enables us to monitor the use of our charitable services. This means our reason for processing your data is - legitimate interest.

How long we keep it for:

We will retain a hard copy of your initial order for 2 years. This is necessary to enable JDHT to track the use of our charitable services over a set period of time and for our financial statements to be audited. 

Where we keep it and who has access:

Your information is kept securely. The hard copy of your initial order is kept in secure storage. Emails are stored securely on either the Jaguar Land Rover system or JDHT’s own system (provided by Acutec). Payment information is processed by PayPal or Sagepay.

All providers are obliged to safeguard your information in just the same way we would.

Your information will only be available to JDHT staff.

Enquiries

Why we collect information:

When you submit an enquiry to us, via the website, email or post, we will ask you for contact details which may include your name, email address, phone number and address. This is to enable us to respond to your enquiry and to monitor the use of our charitable services. This means our reason for processing your data is - legitimate interest.

How long we keep it for:

We will retain this information for 3 years. This is necessary to enable JDHT to respond to further enquiries pertaining to past correspondence and to track the use of our charitable services over a set period of time.

Where we keep it and who has access:

Your information is kept securely. Paper-based enquiries are kept in a locked filing cabinet. Emails are stored securely on either the Jaguar Land Rover system or JDHT’s own system (provided by Acutec). Both providers are obliged to safeguard your information in just the same way we would.

Your information will only be available to the JDHT staff and volunteers.

Archive and Vehicle Acquisitions

Why we collect your information:

We ask for your contact details in order for us to complete the donation process and to meaningfully record, index and catalogue our archive and vehicle acquisitions – this means our reason for processing your data is legitimate interest.

How long we keep it for:

We will retain this information forever. This is necessary to because JDHT needs to document this information in order to meaningfully record its holdings, to assert the JDHT’s ownership of the item(s) and associated rights, and to ensure that the item(s) can be offered back to you first, if we ever need to remove them from our collections.

Where we keep it and who has access:

Your information is kept securely. The paper forms are kept in secure storage.

With Archive acquisitions, an electronic record is created as part of our accessions database, stored in our cataloguing system (AdLib) which is hosted by our system provider – Axiell. The system provider is contractually obliged to safeguard your information in just the same way we would.

Your information will only be available to the JDHT staff and volunteers.

Film Licenses

Why we collect your information:

We ask for and retain your contact details and the details of footage licensed in order for us (JDHT) to document the agreement between us. We will also use it to monitor the use of footage, and in case of any queries arising in the future. If appropriate, we will also use this information to invoice you. This means our reason for processing your data is legitimate interest.

How long we keep it for:

We will retain a hard copy of your initial order for 2 years. This is necessary to enable JDHT to track the use of our charitable services over a set period of time and for our financial statements to be audited.

We will retain the licence forever. This is necessary to completely record the archival history of the footage that we hold, and to ensure that footage is used in accordance with the agreed terms. 

Where we keep it and who has access:

Your information is kept securely. The hard copy of your license is kept in secure storage. The electronic contracts are stored for six months by the film management company, Oxford Digital Media. A permanent copy is retained by JDHT.  An electronic database entry is created as part of our collections management database, stored in our cataloguing system (AdLib) which is hosted by our system provider – Axiell. Both ODM and Axiell are contractually obliged to safeguard your information in just the same way we would.

Your information will only be available to the JDHT staff and volunteers, and Oxford Digital Media staff.

Photographic Licenses

Why we collect your information:

We ask for and retain your contact details and the details of footage licensed in order for us (JDHT) to document the agreement between us. We will also use it to monitor the use of image, and in case of any queries arising in the future. If appropriate, we will also use this information to invoice you. This means our reason for processing your data is legitimate interest.

How long we keep it for:

We will retain a hard copy of your initial order for 2 years. This is necessary to enable JDHT to track the use of our charitable services over a set period of time and for our financial statements to be audited.  An electronic copy of your license will be kept forever. This is necessary to completely record the archival history of the images that we hold, and to ensure that images are used in accordance with the agreed terms. 

Where we keep it and who has access:

Your information is kept securely. The permanent electronic copy is retained by JDHT. The hard copy of your license is kept in secure storage.

Your information will only be available to the JDHT staff.

 

Build Ledger Access

Why we collect your information:

We collect your contact details and your reasons for requested access in order for us to keep a record of the records you have accessed and the terms you have agreed to – this means our reason for processing your data legitimate interest.

How long we keep it for:

We will retain this information forever, in order to keep a complete record of the use the build information, to help us maintain the integrity of our archives, to ensure they are kept securely, and to document the terms of use agreed to.

Where we keep it and who has access:

Your information is kept securely. The paper documentation is kept in a locked filing cabinet. Your information will only be available to the JDHT staff.

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Who do we share your data with?

As well as the third party providers specifically mentioned above, as states we may also have to disclose your information to our auditors. JDHT are audited on a yearly basis to provide an objective independent examination of the financial statements. They will not process your information, they merely require evidence of a financial transaction. They are obliged to safeguard your information in just the same way we would.

We also receive support from a related party of JDHT – Jaguar Land Rover Limited. They provide IT and communication services to us. They are obliged to safeguard your information in just the same way we would.

We will not disclose your personal information to any other third parties unless we have your permission or we are required to by law.

What are your rights?

Under the General Data Protection Regulation, you have Data Subject Rights. You can find detailed information about these at https://ico.org.uk/. Here is a summary:

  • Right of access –to request access to your personal information and information about how we process it.
  • Right to rectification –to have your personal information corrected if it is inaccurate and to have incomplete personal information completed.
  • Right to erasure (also known as the Right to be Forgotten) – to have your personal information erased.
  • Right to restriction of processing – to restrict processing of your personal information
  • Right to data portability - to electronically move, copy or transfer your personal information in a standard form
  • Right to object - to object to processing of your personal information
  • Rights with regards to automated individual decision making, including profiling –rights relating to automated decision making, including profiling

If you have any general questions about your rights or want to exercise your rights please contact our Privacy Officer. You can find contact details under ‘Privacy Officer Details’.

How do we secure your data?

JDHT are committed to ensuring your data is collected and stored safely and will take all reasonable care to prevent any unauthorised access to it. We continually monitor our security and embed it with our day-to-day actions.

We have suitable physical, electronic and managerial procedures to safeguard and secure the information we collect on line. We use encryption when collecting or transferring sensitive data such as credit card information. We require the same security measures from our third party processors.

Use of cookies on our website

We use cookies for certain areas of our website. Cookies are files that store information on your hard drive or browser that means that our website can recognise that you have visited our website before. They make it easier for you to maintain your preferences on the website, and by seeing how you use the website, we can tailor the website around your preferences and measure usability of the website.

You can, should you choose, disable the cookies from your browser and delete all cookies currently stored on your computer. On Microsoft Internet Explorer, this can be done by selecting “Tools/Internet Options” and reviewing your privacy settings or selecting “delete cookies”. This may prevent you from taking full advantage of the website. You can find out how to do this for your particular browser by clicking "help" on your browser's menu.