Westgate Hall Privacy Policy – how we use your data.

Please read this notice carefully. This notice describes the type of personal data we collect and how we may use and share that data. Your use of our website and our enquiry helpdesk signifies your agreement and consent to this notice. If not, please discontinue your use immediately.

The term “personal data” means information about an identifiable individual which includes name, address, email, telephone number and other information relating specifically to an individual.

Westgate Community Trust (Canterbury) Ltd – (WCT), is a company limited by guarantee with charitable status. It was incorporated on 1 December 2011 (Company Number 7867225), and by a Memorandum and Articles of Association on 1 December 2011 and became a registered charity on 29 March 2012 (Charity Number 1146677). Westgate Community Trust (WCT) registered office is at Westgate Hall, Westgate Hall Road, Canterbury CT10 2BJ.

Why do we collect data?

The objectives and activities of the charitable company, as defined in the Articles of Association, are twofold:

  • The preserving, maintenance and management of the building known as Westgate Hall, Canterbury, Kent, for the benefit of the people of Canterbury and its districts as a community and leisure centre without distinction of disability, sex, colour, race, political, religious or other opinions by associating the local authorities, public, private and voluntary organisations, and inhabitants, in a common effort to provide facilities in the interests of education, social welfare, recreation and leisure-time occupation with the object of building community and thereby improving the conditions of life of the above inhabitants.
  • To further such other charitable purposes for the benefit of the said inhabitants as may from time to time be determined.

Westgate Hall is a vibrant venue located in the centre of Canterbury city. We host and carry out a range of activities, including sending out communications to and for the benefit of our community, customers, suppliers and their employees, share information and opportunities which advance the key areas in our Business Plan.

Lawful basis

The Trust will only collect and use your personal information in accordance with data protection laws. The Trust uses three separate lawful bases for our storing and processing of different sorts of personal data:

  • Consent – The data subject has given consent to the processing of his or her personal data for one or more specific purposes
  • Contractual – it may be necessary to process your data in the course of entering into or meeting the requirements of any contract we have with you.
  • Legal reasons – Processing is necessary for compliance with a legal obligation to which the controller is subject.
  • Legitimate interests – Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party

You have a right to object to The Trust’s use of your personal information for these legitimate interests. If you raise an objectionThe Trust will stop processing your personal information unless very exceptional circumstances apply, in which case The Trust will let you know why we are continuing to process your personal information.

What we collect

In connection with certain services offered through this site we may ask you to submit information such as your name, e-mail address, postal address, telephone number and credit/debit card details. You are under no obligation to provide such information. However, if you should choose to withhold requested information, we may not be able to offer you certain services. We may collect the following information:

  • Name, job title and name of business/employer
  • Contact information including email addresses and telephone numbers
  • Demographic information such as postcode, preferences and interests
  • Other information relevant to surveys, offers and/or events
  • Photos and video images, that you provide us

You may provide personal data when you book onto / attend one of our events, visit our website or enquiry helpdesk, enter competitions and respond to research / surveys, subscribe to our e-newsletter. If you choose not to provide us with your personal data you may not be able to access some of our services we offer, such as our e-newsletter or receive invitations to events and workshops.
If you communicate with us through any link on our website or through our enquiry helpdesk, we may ask you for personal data, so that we can respond to your questions, enquiries and comments.

How we use your data

Newsletters and Other Communications

On our website, our enquire helpdesk or otherwise following direct communication with us, you may sign up to receive newsletters and other communications about Westgate Hall and The Trust, emergency business security alerts and promotions. Your personal data is used by us to send you those communications. Details of how you may opt-out of receiving some or all communications from us are described in the Your Preferences section below.

The Trust may also store your data to keep track of important direct communications that we have had with you. We may do this by storing emails, or via an appropriately sourced Customer Relationship Management system (CRM).


When you book onto and / or attend one of our events we may collect your personal data and record your interest in, or attendance at that event. Given the nature of The Trust, it is important for us to demonstrate consultation and engagement with our community.

Use of images

The Trust routinely uses photos and videos to promote our work and events via our social media accounts, our website, our e-newsletter and other communications. Where possible, we will try to gain your consent in advance. However, if we are using an image of you, and you would like us to stop, please contact us. Please note, we do not pay or provide credit for use of your image in our photographs or videos.

At times, we may share your image for use by our partners to promote or advertise our events, projects, services and initiatives. Where possible, we will try to gain your consent in advance. However, if we are using an image of you, and you would like us to stop, please contact us. We do not use or publish images or videos of children under that age of 18 years without the express written permission of their parent/guardian.

Personal Data Retention Periods

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any booking, legal, accounting or reporting requirements. 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 requirements.

Data relating to clients, customers and suppliers will be maintained for such periods as are laid down by the professional bodies responsible for the conduct of the Company and/or statutory and regulatory requirements.

  • Data relating to suppliers and customers will be maintained for 7 years after delivery / supply is completed, in according with data record keeping regulations.
  • Where data has been collected from individuals who have undertaken the following activities with The Trust , the retention period for this data will be for the duration of the WCT life only
    – Subscribers to our social media and enewsletter
    – Exhibitors, stall holders and sponsors of our events (although financial records are kept for 7 years)
    – Entrants to our surveys and consultations
Other Data We May Collect Automatically

When you visit our website, or enquiry helpdesk we may automatically collect certain personal data that we then aggregate so that it is not linked to a single, identifiable individual. This information provides us with statistics such as how many users visited our site and which pages were accessed. By collecting this information, we learn how to best tailor our website and enquiry helpdesk. See Cookies section also

  • IP (Internet Protocol) addresses

    We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns and does not identify any individual.

  • Cookies

    Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our website and/or enquiry helpdesk, we may collect information from you automatically through cookies or similar technology.For further information and to block the use of cookies on your browser, visit allaboutcookies.org.We may obtain information about your general internet usage by using a cookie file which is stored on your browser or the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. Some of the cookies we use are essential for the site to operate.

    Credit card details are not stored in cookies.The cookies we currently use are:

  • Google Analytics (Third-party cookie)Google Analytics is a web analytics service provided by Google Inc. that enables us to measure how people use our website using cookies. We can then use this data to analyse our website content to see how useful website visitors find it.If you register with us or if you continue to use our site, you agree to our use of cookies.You may block cookies by activating the setting on your browser which allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies as soon you visit our site.
Links to Other Website

Our website may contain links to other website that are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours.

How We Share Personal Data

We never sell or otherwise disclose your personal data, subject to some specific exceptions:
If we collect or update your personal data following an event or initiative that we deliver in partnership with another organisation, we would only share the data with that partner with your explicit consent.

We may share your personal data with service providers, employees or contractors that we have retained to perform services or work on our behalf. They are provided only with the personal data they need to perform their functions and can only use and disclose such personal data as is necessary to perform services on our behalf or to comply with legal requirements.

If we have agreed to conduct activity that promotes our businesses, or other services that you provide, or that highlights work or activity that you are undertaking, we may share your name, your job title, the name of your employer and your image. We may also share your professional contact details in circumstances where people will need to contact you, for our activity to be meaningful.

In addition, we may disclose your personal data (i) if we are required to do so by law or legal process, (ii) to law enforcement authorities or other government officials, or (iii) when we believe disclosure is necessary or appropriate to prevent physical harm or financial loss or in connection with an investigation of suspected or actual illegal activity.

How We Protect Your Personal Data

We maintain administrative, technical and physical safeguards to protect against loss, misuse or unauthorised access, disclosure, alteration or destruction of the personal data you provide to The Trust. We regular test our Privacy Management Framework, making relevant updates where necessary.

Access to information – your data protection rights

You have the right to access the personal data held about you by WCT. Your right of access can be exercised by contacting us at info@westgatehall.org. Please state whether you wish to receive a copy of your personal data, amend it or remove it from our records, and provide your postal details. You have the right to:

  • Access – You have the right to request for copies of your personal data. We may charge you a small fee for this service.
  • Rectification – You have the right to request that The Trust correct any information you believe is inaccurate. You also have the right to request The Trust to complete the information you believe is incomplete.
  • Erasure – You have the right to request that The Trust erase your personal data, under certain conditions.
  • Restrict processing – You have the right to request that The Trust restrict the processing of your personal data, under certain conditions.
  • Object to processing – You have the right to object to The Trust’s processing of your personal data, under certain conditions.
  • Data portability – You have the right to request that ‘The Trust’ (Westgate Community Trust (Canterbury) Ltd) transfer the data that we have collected to another organization, or directly to you, under certain conditions.

Your Preferences

If you would like to update your contact details and preferences, or to tell us you no longer want us to process your personal data, you may email us at info@westgatehall.org
If you ask that we stop using your personal data, we will take reasonable steps and honour that request. However, we will retain records of your personal data as needed to comply with applicable law

How to Contact Us

If you have any questions or comments about this Notice, or if you would like us to update the personal data we have about you or your preferences, please contact us:

Email: info@westgatehall.org

Telephone: 01227 634886

Or write to us:
Westgate Community Trust (Canterbury) Ltd
Westgate Hall
Westgate Hall Road
Kent, CT1 2BT

How to make a complaint

If you are unhappy with the way that we have processed your data, or with aspects of our data protection policy, we would encourage you to contact us in the first instance.
If you are dissatisfied with the way that we have handled your complaint (or if you would prefer to exercise your right to do so), you may contact the Information Commissioner’s Office directly. Information on how to do this can be found on their website.

Updates to Our Privacy Notice

The Trust keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 1 March 2021.
We reserve the right to amend or modify this Privacy Policy at any time and any changes will be published on our website and enquiry helpdesk. The date of the most recent revision will appear on this page. If we make significant changes to this policy, we may also notify you by other means such as sending an email.

Where required by law we will obtain your consent to make these changes. If you do not agree with any changes, please do not continue to use our website and/or enquiry helpdesk.
Please check this page from time to time to ensure that you are happy with any changes.