In the course of running its day-to-day activities and promoting its charitable and educational aims, The Worshipful Company of Tylers and Bricklayers (the ‘Company’) may collect and process your personal information, whether you are a member of the Company or one of its staff, or a member of the public such as a guest, beneficiary, prize winner, enquirer or correspondent. This Notice sets out how the Company collects and processes your personal data in accordance with the applicable data protection legislation, principally the UK General Data Protection Regulation (the UK GDPR).
Personal data, also referred to in this Notice as personal information, is information that can be used to help identify an individual, such as name, address, phone number or email address. It also includes records relating to an individual such as events attended, positions held and similar information.
The Company is the controller of your personal data and responsible for it, except in limited cases described in the following paragraph. The Company was established by Royal Charter. Our Contact Details are set out at the end of this Notice.
In some circumstances and for certain purposes, described under “Beneficiaries” below, your personal information will be collected and used by the Trustees of one of the Charitable Trusts established by the Company in connection with the charitable causes the Company supports. The Trustees of The Charitable Trust (Registered Charity number 1029153) enable gifts and donations to be made to these charitable causes, and the Trustees of The Craft Trust (Registered Charity number 1020017) aim to further the Company’s interest in the three crafts of floor and wall tiling, roof tiling and slating, and bricklaying. When the Trustees of these Trusts are using your personal information for the purposes described under “Beneficiaries” below, the respective Trustees are the controllers of your personal data and responsible for it.
A reference to “we”, “us” or “our” in this Notice refers to the applicable controller of the personal information (the Company or one of the Trusts) in accordance with the paragraphs above.
The Information we may collect about you and why we do so
We may collect personal information from you is several ways, for example:
- Information that you provide:
- by completing your membership application form;
- by signing up for our membership or guest services or events;
- when you apply for an award or donation from one of the Company’s charitable trusts;
- by giving us information voluntarily, for example when making a gift or bequest;
- by requesting further information, services or content;
- when you provide goods or services to us; and
- by completing surveys and questionnaires.
- Information automatically collected when you visit this website. This may include:
- details of the web browser you are using;
- details of the computer or other device that you are using;
- location and web traffic data; and
- IP address data
- other communication data.
- Information provided by reputable third-party data sources such as other Worshipful Companies and the City of London Corporation.
The following paragraphs describe in more detail how and why we use your personal information.
Members: The Company holds the personal data of its past, present and prospective members (Liverymen, Freemen, Companions and Apprentices). The personal data held includes members' education and employment history, qualifications, personal and family circumstances, as well as financial and contact details. It also includes details of members’ involvement and interactions with the Company and its charities. The Company processes such personal data in order to administer membership, to organise events such as luncheons, dinners, functions, meetings, social events, visits and similar activities; and to collect subscription fees (“Quarterage”). It also processes members' personal data for fundraising purposes including seeking endowments such as gifts, donations, trusts and bequests.
The Company holds some information about its members for archival and historical research purposes, for example, to maintain a roll of past Freemen and Liverymen. The Company also publishes an annual list (“The White Book”) and maintains a database of members on the Company’s website, both of which contain personal data such as names, addresses and other contact details. Once a member has been a liveryman for a year, we provide their name and contact details to the Mayor and Commonalty and Citizens of the City of London so that they can be added to the electoral roll for the election of Sheriffs and Lord Mayors.
Beneficiaries: The Company's charitable and educational activities have been a fundamental objective throughout its history. The Company's Charitable Trusts enable gifts to be made to several causes with the emphasis on those with connections to the City of London, activities involving young people, the crafts of tiling and bricklaying and the Company’s associated Regiment, the Corps of Royal Engineers and the officers and crew of the affiliated RN vessel, HMS Magpie. In order to further its charitable and educational aims, the Company and the Trustees of the Trusts may process personal data about beneficiaries and potential beneficiaries of gifts, donations and awards, which may include personal, family and financial circumstances, education, and employment history. The Company and the Trustees of The Charitable Trust may occasionally process information about beneficiaries' or prospective beneficiaries’ health or medical details. The Company and the Trustees of the Craft Trust may also process information about applicants for craft related prizes and awards offered by the Company and the Craft Trust including the annual Craft Awards and the Triennial Awards. The Company and the Trustees of the Trusts may also process personal data about beneficiaries and craft related prize-winners for historical and archiving purposes. Further details about the Company’s Charitable Trusts can be found on the “Charity” tab on the Company’s website (www.tylersandbricklayers.co.uk/charity).
The public: The Company may enter into correspondence with members of the public, such as guests at Company events, enquirers and correspondents. When it does so, the Company may collect incidental personal data such as contact details and personal circumstances, and process such personal data in order to facilitate such individual’s attendance at Company events and to respond to queries and deal with ad hoc issues.
Staff: The Company has a small number of employees, about whom it holds personal data such as employment history, education and qualifications, and identifiers such as contact details and record of employment with the Company. Very occasionally, the Company may process information about its employees' health or medical details. The Company processes such employee personal data for ordinary staff administration purposes, including salary payment and conferring other benefits, conducting appraisals, training and management. It also collects personal data about prospective candidates in the recruitment process. The Company holds some information about its employees and former employees for archival and historical research purposes, for example, to maintain a roll of past Masters and Clerks.
Suppliers: The Company processes personal data concerning its suppliers of goods and services, including identifiers such as contact details, financial information and purchase history. The Company processes such information in order to purchase goods and services, to pay its suppliers and to maintain its accounts and records.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
The legal basis upon which we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you (for example under the membership terms).
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal obligation.
Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
If we use any of your special category data, for example information about health or disability so we can make appropriate adjustments for you at events or in connection with charitable awards or donations, we will only do so with your explicit consent or where the law specifically allows us to do so.
Change of purpose:
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Disclosures of your personal data:
We may share your personal data with the parties set out below for the purposes set out in this Notice.
- The Company’s charities, to which this Privacy Notice also applies.
- The Company’s service providers, such as printers, IT system and website hosting companies, event organisers, email service providers, staff payroll processors.
- Professional advisers including bankers, auditors and insurers.
- HM Revenue & Customs, the Charities Commission, and similar authorities who require reporting of processing activities in certain circumstances.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We do not transfer your personal data outside the UK. If we were to do so (if for example the Company used software to hold personal information and that software was hosted on “cloud” servers located outside the UK) we would ensure that the transfer was in compliance with the applicable data protection laws, for example that the country involved was approved under the applicable data protection laws as providing adequate protection for personal data, or there were appropriate safeguards in place pursuant to the applicable data protection laws.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
In conjunction with the Mayor and Commonalty and Citizens of the City of London, we normally hold and process much of your professional data indefinitely for historic and archival purposes. We delete other data such as web tracking data as soon as reasonably possible and, in any event, when we no longer need it.
Generally, we will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
In some circumstances you can ask us to delete your data: see “Your legal rights” below for further information.
We may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Third party links:
Our websites and email bulletins may contain links to and from the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies. We do not set and are not responsible for those policies.
Your legal rights:
You have certain rights regarding your personal data. These include the rights to:
- request a copy of the personal data we hold about you;
- request that we supply you (or a nominated third party) with an electronic copy of the personal data that you have provided us with;
- inform us of a correction to your personal data;
- exercise your right to restrict our use of your personal data;
- exercise your right to erase your personal data; or
- object to particular ways in which we are using your personal data (such as automated decision making, or profiling (for example to help us decide what services would suit you best); or
- understand the basis of international transfers of your data by us.
Where we rely on our legitimate interests to obtain and use your personal data then you have the right to object if you believe your fundamental rights and freedoms outweigh our legitimate interests. Where processing is carried out based upon your consent, you have the right to withdraw that consent.
Your ability to exercise these rights will depend on a number of factors and in some instances, we will not be able to comply with your request e.g. because we have legitimate grounds for not doing so or where the right does not apply to the particular data we hold on you.
You should note that if you exercise certain of these rights, we may be unable to continue to provide some or all of our services to you (for example where the personal data is required by us to comply with a statutory requirement or is necessary in order for us to perform our contract with you).
We ask that you contact us to update or correct your information if it changes or if the personal data we hold about you is inaccurate.
Please contact the Clerk (details below) if you wish to exercise any of your rights.
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to this Privacy Notice
Any changes we may make to our Privacy Notice in the future will be posted on this page. Please therefore check this page on a regular basis. Where we make any material change to this Privacy Notice we will notify you by email.