Privacy policy

 

Introduction

As an Executive Agency of the Foreign & Commonwealth Office, Wilton Park organises over 60 events a year in the UK and overseas, bringing together leading representatives from the worlds of politics, diplomacy, academia, business, civil society, the military and the media.

We focus on issues of international security, prosperity and justice. Our meetings provide a neutral environment where conflicting views can be expressed and debated openly and calmly, allowing acceptable compromise and resolution to be achieved.

Our commitment to your privacy

Your privacy is of the highest importance to us. Wilton Park is committed to meeting its Data Protection obligations and ensuring the protection and security of all personal information. This privacy statement explains what personal data Wilton Park collects from you, through our interactions with you and our events, and how we use that data and outlines the procedures which are in place to safeguard your privacy.

When we ask you for information, we will keep to the law, including the Data Protection Act 2018. Should we ask you to provide any information by which you can be identified when attending an event, making an e-mail enquiry or visiting our website, you can be assured that it will only be used in accordance with this privacy statement.

In regard to our website, events, eMarketing and other associated marketing activities, Wilton Park manages client data and is compliant with all applicable Data Protection Regulations and General Data Protection Regulations (GDPR) and will treat all personal information as confidential.

Personal data we collect
Wilton Park collects data to keep in touch with you, operate efficiently and provide you with the best experience when attending a Wilton Park event. You provide some of this data directly, such as through our registration form, meeting with us at networking forums and events and through your interaction with our eNewsletters. We may also receive information from organisations and government departments who are working in partnership with Wilton Park on events. When we ask you for personal information, we promise:

  • to make sure you know why we need it;
  • to ask only for what we need, and not to collect too much or irrelevant information;
  • to protect it and make sure nobody has access to it who shouldn’t;
  • to let you know if we share it with other organisations to give you better public services;
  • to make sure we don’t keep it longer than necessary.

In return, we ask you to:

  • give us accurate information; and
  • tell us as soon as possible if there are any changes, such as a new address.

This helps us to keep your information reliable and up to date.

How we use personal data

We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. The Information Commissioner’s Office (ICO) refers to this as a ‘lawful basis’. Wilton Park uses the data we collect to operate our business and provide you with information relating to our events and for your participation at our events. However, we do not use what you say in email, chat or testimonials without your prior written consent.

We may contact you by email, post or via the telephone. We will hold the information for the period  as outlined under our data retention and disposal policy.

How we store your data

When certain personal information is collected from you (for example: your name, company name, email address and job title), Wilton Park are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. All Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means).

Our staff receive data protection training and we have a set of detailed data protection procedures which staff are required to follow when handling personal data.

Our venue, Wiston House, has CCTV externally around the site and you may be recorded when you visit. CCTV is there to help provide security and to protect both you and Wilton Park. Access to CCTV is limited to authorised staff and viewed as part of our security (eg. to detect or prevent crime) and footage is only stored temporarily. Unless it is flagged for review, CCTV will be recorded over.  Wilton Park complies with the Information Commissioner’s Office CCTV Code of Practice, and notices are in place to advise CCTV is in use.

On occasion, we store some of your data on our email campaign tool, Mailchimp. This is a cloud application with servers based outside of the EU. We will not store data on the Mailchimp tool without your prior consent. More details on Mailchimp can be found via their Privacy Policy and Security pages.

We will only use and store information for as long as it is required for the purposes it was collected for. We continually review what information we hold and delete what is no longer required.

Reasons we share personal data

We share your personal data with your consent or for a legitimate reason as necessary to complete any transaction or provide any product you have requested or authorised. This would include sharing your details on confirmation from you of an event.

Wilton Park does not share your personal data with any third party without prior consent.

How to control your personal data

You have the right to request a copy of any information which we hold about you and the right to withdraw consent at any time. If you wish to find out:

  • what information we hold about you;
  • ask us to correct any mistakes;
  • what agreements we have with other organisations for sharing information;
  • circumstances where we can pass on your personal information without telling you, for example, to prevent and detect crime or to produce anonymised statistics;
  • our instructions to staff on how to collect, use and delete your personal information;
  • how we check the information we hold is accurate and up to date; and how to make a complaint.

You can contact us at any time to discuss by emailing DataProtectionOfficer@wiltonpark.org.uk or by calling 01903 815020. A member of our team will contact you to discuss the information we are holding and make any changes required.

Contacting us

If you have any questions about this privacy policy, or for more information, please contact:

Data Protection Officer
Wilton Park
Wiston House
Steyning
West Sussex BN44 3DZ

Tel. 01903 815020

Email: DataProtectionOfficer@wiltonpark.org.uk

Further information

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner at:

Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Phone: +44 (0) 8456 30 60 60 or +44 (0) 1625 54 57 45
Fax: +44 (0) 1625 524510
Website: https://ico.org.uk/

Changes to this Privacy Policy

We update this policy periodically to ensure it accurately reflects our use of personal data. This Privacy Policy was last updated on May 2018

 

Information we manage via this website

By using this website, information about you may be collected. Below we detail the ways in which data is collected and used.

1. Email newsletter
In order to receive updates on our activities you can sign up to our email newsletter. The information we require as mandatory for you to register to receive updates is your name and email address. This information is stored securely by our email campaign supplier, Mailchimp. Details about Mailchimp can be found at the links below.

Mailchimp’s security procedures

Mailchimp’s Privacy Policy

Your data will remain on their system until such time as you choose to unsubscribe from our newsletter, your details are stored so that you do not need to re-register for updates.

Our email newsletters provide an opportunity for you to unsubscribe from our messages or to update your details.

1.1 Events
The registration information we require as mandatory for you to register to attend one of our meetings is: your name, email address, job title and citizenship. Additional logistical information is requested in order to fulfil event organisation requirements. This information is stored securely on our database.

2. Feedback
You can send a message to Wilton Park via our contact us page. If you are asking for information we do not already publish on the site, we will deal with your query. In doing so we may need to contact our technology supplier (for technical queries). In such cases we will only pass on personal data if it is necessary to do so, and we will not keep your personal data or records of our correspondence longer than necessary.

3. Cookie policy
In this section you will find information on what cookies may be set when you visit the Wilton Park website and how to reject or delete those cookies.

When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device (such as your computer or mobile phone). These include small files known as cookies. They cannot be used to identify you personally.

These pieces of information are used to improve services for you through, for example:

  • enabling a service to recognise your device so you don’t have to give the same information several times during one task
  • recognising that you may already have given a username and password so you don’t need to do it for every web page requested
  • measuring how many people are using services, so they can be made easier to use and there’s enough capacity to ensure they are fast
    You can manage these small files yourself and learn more about them through at www.gov.uk/support/cookies.

 

3.1 How to control and delete cookies
Wilton Park will not use cookies to collect personally identifiable information about you. However, if you wish to restrict or block the cookies which are set by the Wilton Park website, or indeed any other website, you can do this through your browser settings. The ‘Help’ function within your browser should tell you how.

Alternatively, you may wish to visit www.aboutcookies.org which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your machine as well as more general information about cookies.

Please be aware that restricting cookies may impact on the functionality of the Wilton Park website.

If you wish to view your cookie code, just click on a cookie to open it. You’ll see a short string of text and numbers. The numbers are your identification card, which can only be seen by the server that gave you the cookie.

For information on how to do this on the browser of your mobile phone you will need to refer to your handset manual.

To totally opt out of our suppliers collecting any data regarding your interaction on the Wilton Park website, please refer to section 3.3.

3.2 Local Shared Objects (Flash cookies)
Wilton Park may make occasional and limited use of the Adobe Flash Player to deliver services. To improve user experience, Local Shared Objects, or Flash cookies as they are commonly known, are employed to provide some features. Flash cookies are stored on a user’s terminal much the same as cookies are, however it is not possible to manage them at browser level in the same way.

The Adobe website provides comprehensive information on how to delete or disable Flash cookies either for a specific domain like wiltonpark.org.uk or for all websites – see http://www.adobe.com/products/flashplayer/security for details. Please be aware that restricting the use of Flash cookies may affect the features available to you for Flash based applications.

3.3 Third party cookies
Wilton Park uses a number of suppliers who also set cookies on its websites on its behalf.

3.3.1 Cookies set for embedded social web content
To support our information provision and engagement, we sometimes embed photos and video content from websites such as YouTube and Flickr. As a result, when you visit a page with content embedded from, for example, YouTube or Flickr, you may be presented with cookies from these websites. Wilton Park does not control the dissemination of these cookies. You should check the third party websites for more information about these.

Cookies of this nature on the Wilton Park websites include:

 

 Service

 Cookie name

 .facebook.com  datr
 .facebook.com  lsd
 .facebook.com  lu
 .facebook.com  gz
 Flickr  localization
 Flickr  B
 twitter.com  guest_id
 api.twitter.com  guest_id
 twitter.com  _twitter_sess
 api.twitter.com  original_referer
 .youtube.com  VISITOR_INFO1_LIVE
 .youtube.com  PREF
 .youtube.com  GEO
 .s.youtube.com  PREF

 

The Wilton Park website also carries embedded ‘share’ buttons to enable users of the site to easily share articles with their peers through a number of popular social networks. These sites may set a cookie when you are also logged in to or otherwise using their service. Wilton Park does not control the dissemination of these cookies and you should check the relevant third party website for more information about these.

3.3.2 Cookies set for web analytics
Wilton Park uses third party services to gather data regarding the usage of the Wilton Park site on our behalf using cookies, log file data and code which is embedded on our website. Wilton Park uses this type of information to help improve the services it provides to its UK visitors and non-UK visitors.

These include:

 Service

 Cookie name

Expiry

 uk.sitestat.com  c1  5 years
 uk.sitestat.com  s1  5 years
 google analytics  _utmb  30 minutes
 google analytics  _utma  2 years
 google analytics  _utmz  6 months
 google analytics  _utmc  Not set
google analytics _ga 2 years
google analytics _gid 24 hours
google analytics _gat 1 minute
google analytics AMP_TOKEN 30 seconds to a year

 

comScore

comScore, an independent measurement and research company, gathers information regarding visitor activity on the Wilton Park website using Digital Analytix (formerly SiteStat). Data is gathered on Wilton Park’s behalf using cookies, log file data, and code that are embedded on our website. Wilton Park uses this information to help improve the services it provides to its users.

comScore has committed to handling personal data they receive from the European Economic Area in accordance with the EU’s data protection requirements. For information on how comScore treats personal data please see the comScore Privacy Policy.

Google Analytics

Wilton Park also uses Google Analytics, a web analytics service provided by Google, Inc. Google Analytics sets a cookie in order to evaluate visitor’s use of the Wilton Park site.

Google stores the information collected by the cookie on servers in the United States. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. By using the Wilton Park site, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

For more information on the cookie set by Google Analytics, including information on how to opt out please go to: http://www.google.com/intl/en/privacypolicy.html.

3.4. List of the main Wilton Park cookies
This is a list of the main cookies set by the Wilton Park website, and what each is used for:

JSESSIONID
Unique identifier for sessions, this identifies a user’s session e.g. shopping basket, secure area logins.

SSOSESSIONID
Unique session identifier when editing email alert options or creating email subscription accounts.

BIGipServervip_10.192.xxx.xxx_8080
Used by load balancer to map browser sessions to specific web application servers for non-secure http traffic.

BIGipServervip_10.192.xxx.xxx_8443
Used by load balancer to map browser sessions to specific web application servers for https traffic.

The above cookies expire after 30 minutes or if the browser session is closed.

If this privacy policy changes in any way, we will place an updated version on this page. Regularly reviewing this page ensures you are always aware of what information we collect, how we use it and under what circumstances, if any, we will share it with other parties.

If you have a query or complaint about this privacy policy please use the contact details above to get in touch.