You are very welcome to browse our website, and rest assured, we’re not out to misuse any information you give us. Here below are some of the technical and legal things we need to state regarding your use of the site and our use of your data.
Website terms and conditions of use
In the terms below, “we” or “us” means, of course, Worth Abbey and/or Worth Abbey Projects.
1. Terms
By accessing this web site, you are agreeing to be bound by these web site Terms and Conditions of Use, all applicable laws and regulations, and agree that you are responsible for compliance with any applicable local laws. If you do not agree with any of these terms, you are prohibited from using or accessing this site. The materials contained in this web site are protected by applicable copyright and trade mark law.
2. Use License
- Permission is granted to temporarily download one copy of the materials (information or software) on this website for personal, non-commercial transitory viewing only. This is the grant of a license, not a transfer of title, and under this license you may not:
- modify or copy the materials;
- use the materials for any commercial purpose, or for any public display (commercial or non-commercial) except to promote us or our events;
- attempt to decompile or reverse engineer any software contained on this website;
- remove any copyright or other proprietary notations from the materials; or
- transfer the materials to another person or “mirror” the materials on any other server.
- This license shall automatically terminate if you violate any of these restrictions and may be terminated by us at any time. Upon terminating your viewing of these materials or upon the termination of this license, you must destroy any downloaded materials in your possession whether in electronic or printed format.
3. Disclaimer
The materials on this website are provided “as is”. We make no warranties, expressed or implied, and hereby disclaim and negate all other warranties, including without limitation, implied warranties or conditions of merchantability, fitness for a particular purpose, or non-infringement of intellectual property or other violation of rights. Further, we do not warrant or make any representations concerning the accuracy, likely results, or reliability of the use of the materials on its website or otherwise relating to such materials or on any sites linked to this site.
4. Limitations
In no event shall we or our suppliers be liable for any damages (including, without limitation, damages for loss of data or profit, or due to business interruption) arising out of the use or inability to use the materials on this website, even if we or our representative has been notified orally or in writing of the possibility of such damage. (If your jurisdiction does not allow limitations on implied warranties, or limitations of liability for consequential or incidental damages, these limitations may not apply to you.)
5. Revisions and Errata
The materials appearing on this website could include technical, typographical, or photographic errors. We do not warrant that any of the materials on this website are accurate, complete, or current. We may make changes to the materials contained on this website at any time without notice. We do not, however, make any commitment to update the materials.
6. Links
We have not reviewed in detail all of the sites linked to this website and we are not responsible for the contents of any such linked site. The inclusion of any link does not imply endorsement by us of the site. Use of any such linked website is at the user’s own risk.
7. Site Terms of Use Modifications
We may revise these terms of use at any time without notice. By using this website you are agreeing to be bound by the then current version of these Terms and Conditions of Use.
8. Governing Law
Any claim relating to this website shall be governed by UK law.
Worth Abbey & Worth Abbey Projects Ltd
Privacy Notice for Guests & Visitors
Worth Abbey is a community of Roman Catholic Benedictine Monks. We welcome visitors to the Abbey Church at public liturgies and guests and visitors to the Abbey buildings by appointment.
Worth Abbey Projects Ltd is the Trading Company of Worth Abbey. It operates The Open Cloister, Lettings, Farm and Shop. Worth Abbey is the Data Controller and has overall responsibility for the processing and security of individual’s data as used by Worth Abbey Projects.
Worth Abbey and Worth Abbey Projects Ltd are committed to protecting your personal data and upholding your rights and freedoms by ensuring your privacy is protected.
1. What This Privacy Notice is for
This policy is intended to provide information about how Worth Abbey Projects Ltd will use or process personal data about guests, visitors (including groups) and clients to the Abbey Church, Abbey buildings, The Open Cloister, lettings groups, private hire events, Bermondsey Huts, the Farm and Shop. Guests and visitors to the Worth site are all encouraged to read this Privacy Notice and understand the Abbey’s obligations to its entire community.
Personal data is information that relates to an identified or identifiable individual.
Worth Abbey is committed to being transparent about how it collects and uses data and to meeting its data protection obligations. This privacy notice outlines how we do this. More detail is contained in the Worth Abbey Data Protection Policy which is available on request.
Anyone who works for, or acts on behalf of, the Abbey, including staff, volunteers, trustees and service providers, should also be aware of and comply with this Privacy Notice and the Worth Abbey Data Protection Policy about how personal data will be used.
2. Responsibility for Data Protection
Worth Abbey Projects Ltd is the ‘Data Controller’ within the meaning of the UK GDPR.
Worth Abbey (Co. No. 04475556 & Charity number 1093913) and Worth Abbey Projects Ltd (Co. No. 04523776) both of Paddockhurst Road, Turners Hill, Crawley, West Sussex, RH10 4SB are registered as Data Controllers with the Information Commissioner Office under registration numbers Z831059X and ZB051383 respectively.
The designated Data Protection Lead is the Chief Executive. The Chief Executive has overall responsibility for compliance with relevant data protection legislation and will endeavour to ensure that all personal data is processed in compliance with this notice.
All requests and enquiries regarding data protection should be sent to the Data Protection Lead by email to acessdata@worth.org.uk
3. Why Worth Abbey Projects Ltd Processes Personal Data
Worth Abbey Projects Ltd needs to collect and process the personal data of guests and visitors to the Worth site in order to carry out the work of the Abbey, to provide services to our guests and visitors and to ensure the safety and security of the site, staff, visitors and guests.
The uses to which we will put your personal data include:
- To ensure the safety and security of guests and visitors whilst on site;
- To provide you with pastoral and spiritual care and to organise and perform ecclesiastical service for you, such as baptisms, confirmations, weddings and funerals;
- To deliver the Abbey’s mission to our community, and to carry out any other voluntary or charitable activities for the benefit of the public, including providing live-streaming of our services to the wider community on a remote online basis;
- To comply with and the legal obligations in relation to safeguarding pupils at Worth School;
- To contact and communicate with you regarding any booking you may make;
- To process information relating to individual/group bookings, this will also include storing financial information about you;
- To provide you with the services and access to the Worth site that you require and to perform and administer the contract that you may enter into with the Abbey;
- Administering a contract with an individual who uses Worth Farm to keep their horses;
- To send out newsletters and information regarding relevant events that you have indicated you are interested in.
4. Types of Personal Data Processed by Worth Abbey Projects
The personal data that Worth Abbey Projects Ltd may collect includes:
- names, addresses and contact details (personal and business);
- date of birth, gender and nationality;
- emergency contact details;
- live and recorded video images of church services and events for live-streaming;
- photographs;
- event specifications, including number of guests and guest names;
- dietary requirements where we are providing catering services;
- identification documents;
- contact details of equine specialists, including insurance company, vets and farrier;
- Risk Assessments and Safeguarding Policies from businesses;
- bank account details;
- DBS documents.
If you will be a resident on Worth site, we may also need to process special category data, such as:
- medical information, such as illnesses, physical disabilities, dietary requirements and allergies;
- religion and ethnicity;
- information about criminal convictions and offences. We do so in accordance with applicable law (including with respect to safeguarding) or by explicit consent.
In the case of an accident or incident, personal data will be collected from the injured party or person suffering from ill health, such as details of the incident to include any relevant medical history. The data may initially be collected and processed to enable treatment where necessary (such as First Aid). A record of any incident occurring on site at Worth Abbey will also be made (which will include certain personal data) as Worth Abbey Projects Ltd has a legal duty to document workplace incidents/accidents and to report certain types of accidents, injuries and dangerous occurrences arising to the relevant enforcing authority.
5. How the Abbey Collects Data
Worth Abbey Projects Ltd receives personal data from individuals directly or in the case of group bookings, from the group leader/supervisors. This may be via a booking form or simply in the ordinary course of interaction or communication, such as an enquiry by email or telephone.
For the security of the site, staff and guests, CCTV operates on our premises, details of how CCTV is used and stored can be found in the CCTV policy.
When guests use Guest Wi-Fi, we may collect, process and hold data regarding your devices’ information, the websites and applications which are accessed and usage time and frequency.
6. Sharing Personal Data Internally and Externally
Data will be processed by appropriate individuals acting on behalf of the Abbey, only in accordance with access protocols for the purposes that the data was provided. Individuals who act for the Abbey may be Abbey employees, members of the Abbey community, volunteers or supporters.
Personal data collected by Worth Abbey Projects Ltd may need to be shared with third parties, including other entities in the Worth Group, (which comprises of Worth School and Worth Abbey) to ensure that we are able to provide the appropriate services and security to visitors and guests. Where the Abbey shares personal data with a third party as a data processor or a joint data controller, appropriate contractual clauses will be put in place in order to protect the rights and freedoms of individuals and to comply with the requirements of the law.
Worth Group IT systems are managed by the Worth School IT team for the rest of the Group. This arrangement is governed by appropriate contractual clauses between the School and the Abbey. Via this arrangement, some of the Abbey’s processing activity is carried out on its behalf by third parties, such as IT support systems or cloud storage providers. This is always subject to contractual assurances that personal data will be kept securely and only in accordance with the Abbey’s specific directions.
Where the Abbey shares personal data with a third party as a data processor or a joint data controller, appropriate contractual clauses will be put in place in order to protect the rights and freedoms of individuals and to comply with the requirements of the law.
7. Lawful Basis for Processing Personal Data
We process personal data either with your consent, to comply with our legal obligations, for the performance of a contract with you or in the legitimate interests of the Abbey.
8. How Long We Keep Personal Data
We will only retain your personal data for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of performing any contract we enter with you, satisfying any legal, accounting or reporting requirements. For example:
| General correspondence and enquiry information (not including correspondence related to negotiations for bookings or contract) | Three years | To perform and complete a contract with you and retain evidence to support your booking |
| Contractual documents, correspondence related to bookings and orders, booking details and forms, contracts or payment information, payment invoices and receipts | Six years | To perform and complete a contract with you and retain evidence to support your booking |
| Financial information for legal and tax purposes | Seven years | To comply with legal and regulatory requirements |
| Visitors to the Abbey (including names, contact details, purpose for and date of visits) | Indefinitely for archiving purposes | For archiving purposes |
| Guests in the monastery (including names, contact details, purpose for and dates of stay) | Indefinitely for archiving purposes | For archiving purposes |
| Photographs of visitors to the Abbey site (for example when attending a church or Abbey event) | Indefinitely for archiving purposes | For archiving purposes |
| Live streaming video recordings | Up to one month | To provide online access services of live-streamed church services |
| Live streaming consent forms | For as long as we continue live streaming OR until consent is withdrawn by subject. | To comply with our obligation to record consent |
9. Live Streaming
We live stream and record services from the Abbey Church in order to reach out to those who are unable to attend in person.
For individuals attending services that are being streamed, information will be available on arrival advising places to be seated if you do not wish your image to be captured.
For this purpose, if you are in the congregation and you give explicit consent by signing the consent form, we may collect:
- Personal data – images of you and your presence at the event on a particular date; and
- Special category data – the indication and practice of your religious beliefs.
Consent can be withdrawn at any time, by contacting us using the details below or online.
The Consent Forms will be stored electronically in a secure format (including copies of any hard copy forms which will be scanned and saved in electronic form).
We will share the live streamed/recorded services with the general public by uploading it to social media sites and other video platforms.
The recordings will be publicly available on the online platforms for no more than one month.
10. Transferring Data out of the UK
Worth Abbey does not routinely transfer personal data outside the UK. The exception to this may be our Outreach Peru project, if you become directly involved with the project.
We will give you further information about this and how we protect your personal data if such a transfer is required by any of the lawful purposes we have identified.
Please note that we may utilise software and ‘cloud’ technology in order to routinely process data that may require the use of software servers outside the UK. We employ high levels of safeguards in respect of this software and technology, in accordance with best practice and cyber-security recommendations.
11. Your Rights
Individuals have various rights under Data Protection Law to access and understand personal data about them, these rights are:
Right to be informed – We will be transparent about how we collect and process personal data and the purposes that we intend to use it for.
- Right of access – You have a right to access the data we hold on you.
- Right of rectification – You can ask us to correct information that you believe is incorrect. The Abbey will take reasonable steps to ensure that your personal data is as up to date and accurate as possible.
- Right to erasure – In certain cases, you can ask us to erase your personal data.
- Right to restriction of processing – In certain cases, you can ask us to request that we stop processing your data.
- Right to data portability – We will make your personal data available to export for your personal use.
- Right to object – You can object to us using your data in certain circumstances, and an absolute right to stop data being used for direct marketing.
- Rights regarding automated decision making (please see below).
If you would like to exercise any of these rights, please email accessdata@worth.org.uk or write to the Data Protection Lead, Worth Abbey, Paddockhurst Road, Turners Hills, Crawley West Sussex, RH10 4SB.
If you believe that the Abbey has not complied with your data protection rights, you can complain to the Information Commissioner.
12. Subject Access Requests
If you would like to make a request for information held about you, ideally send an email to accessdata@worth.org.uk or by letter to the Data Protection Lead, Worth Abbey, Paddockhurst Road, Turners Hill, Crawley, West Sussex, RH10 4SB. We will endeavour to respond to any such written requests as soon as is reasonably practicable and in any event within one month.
We may ask you for more information to assist us in complying with such a request, including asking for identification.
13. Data Security
The Abbey takes the security of your personal data seriously. The Abbey has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees or member of monastic communities in the performance of their duties. No personal information is taken off site. All systems are password protected and restricted, kept in locked cabinets and archived/destroyed as appropriate. For further details please see Worth’s Data Protection policy.
Where the Abbey engages third parties to process personal data on its behalf, it does so on the basis of written instructions that places them under a duty of confidentiality and obliges them to implement appropriate technical and organisational measures to ensure the security of data
The Abbey will take appropriate technical and organisational steps to ensure the security of personal data about individuals, including policies around use of technology and devices, and access to Abbey systems. All personnel will be made aware of this policy and their duties under Data Protection Law and receive relevant training.
14. Automated Decision Making
Worth Abbey does not carry out any automated decision making or profiling with the personal data it collects and processes.
14. Rights of Children
Children have the same rights as adults to control the way their data is used so long as they have sufficient maturity.
We will generally assume that a child over the age of 13 has this maturity whereas a child under the age of 13 does not. However, the Data Protection Lead will judge whether this is correct in individual cases especially in the event of an unusual request or a conflict between the desire of a child and the desire of their parents.
We provide a version of this Privacy Notice that may be more accessible for children. You may access this on our website or by contacting the Data Protection Lead accessdata@worth.org.uk
15. This Policy
Worth Abbey Projects Ltd will update this Privacy Notice from time to time. Any substantial changes that affect your rights will be provided to you directly as far as is reasonably practicable.
16. Queries and Complaints
Any comments or queries on this policy should be directed to the Data Protection Lead, accessdata@worth.org.uk.
If an individual believes that Worth Abbey Projects Ltd has not complied with this policy or acted otherwise than in accordance with Data Protection Law, they should notify the Data Protection Lead, accessdata@worth.org.uk. You can also make a referral to or lodge a complaint with the Information Commissioner’s Office (ICO), although the ICO recommends that steps are taken to resolve the matter with the Worth Abbey Projects Ltd before involving the Regulator.
August 2021