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Privacy Policy

at Llancaiach Fawr

Date Created: 01/03/21
Date Published: 23/04/21
Version Number: 1.01

Service Area: Regeneration and Planning
Work Area: Llancaiach Fawr
Contact Details: Lesley Edwards – General Manager (Tel: 01443412248, Email:
Privacy Notice Name: Llancaich Fawr – Generalon
Description of Privacy Notice: This privacy notice will explain how Caerphilly County Borough Council will use the information you provide when you visit Llancaich Fawr, the Llancaiach Fawr website, agree to receive marketing from us or make a donation of objects for display.

How we will use your information

Purpose and legal basis for using your information

Purpose of processing

Llancaich Fawr is a historical manor house/tourist attraction who offers tours / events and functions, a gift shop, café and website. In order to provide these services, we may need to process personal data for the following purposes:

Visitors to Llancaich Fawr (including café, gift shop and website)

  • Bookings, reservations, sales and payments for the purpose of securing your booking or reservation and process your sale / payments whether this is in person, by telephone or via our website.
  • Covid 19 – Test, Trace and Protect (Physical visitors to our premises only).  For further information in respect of this processing, please visit:

Website cookies (website users only)

  • A cookie is a small file, which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
  • In general, we use cookies and our records of the pages users have visited to gather information about all of our users collectively, such as what areas users visit most frequently and what services are accessed most. We only use such data in the aggregate. This information helps us determine what is most beneficial for our users, and how we can continually create a better overall experience for our users and improve our website in order to tailor it to customer needs.
  • Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.  We do not use advertising cookies.


  • If you have consented, we may use the contact details you have provided to us for marketing purposes.  You can withdraw this consent at any time by contacting us.

Donation of objects

  • Donations of objects to the Manor of exhibition recorded for purposes of identifying donor.

Other Purposes

  • We may use any information you provide to improve our products and services, including helping us understand customer needs and preferences and for internal record keeping purposes.

Legal basis for processing

In order for the processing of personal data to be lawful under the General Data Protection Regulations 2016, a valid condition from Article 6 of the Regulations must be identified, which are outlined below:

Visitors to Llancaich Fawr (including café, gift shop and website)
1b. processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;

1a. The data subject has given his consent to the processing for one or more specific purposes.

You have the right to withdraw your consent to the processing of this information. To withdraw your consent, please contact the Service Area whose details are contained on the top of this document.

Donation of items
1c. processing is necessary for compliance with a legal obligation to which the controller is subject;

The legal obligation is provided by the Libraries and Museums Act 1964 and Local Government Act 1972.

Other Purposes and Website Cookies
1f. processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

Who will have access to your information

Identity of Data Controller and Data Protection Officer

The Data Controller for your information is Caerphilly County Borough Council. The Data Protection Officer is:

Ms Joanne Jones
Corporate Information Governance Manager / Data Protection Officer
Tel: 01443 864322

Information regarding donations of archaeological material is held in tandem by the responsible officer at the Winding House Museum. Information from archaeological investigations is held jointly with the Cardiff Archaeological Unit who undertook the excavations and copies of reports are lodged with the Glamorgan Gwent Archaeological Trust.

Details of main users of your information

The main user of your information will be Llancaich Fawr (part of Caerphilly County Borough Council). Other Caerphilly County Borough Council departments may support Llaincaich Fawr by providing services on their behalf, which includes but is not limited to:

  • Income Section – who may process payments received and deal with debt recovery.
  • Customer Services – who may process payments received if made at one of our cash desks.

Details of any external data processors

We employ several other organisations to provide services on our behalf, under contract, which provides a high level of protection for your information.  This includes:

  • Mailchimp – who provide a service to allow us to mail you, with your consent, for marketing purposes.
  • Worldpay  – who provide payment processing for our online platform.

Requests for information

All recorded information held by Caerphilly County Borough Council may be subject to requests under the Freedom of Information Act 2000, Environmental Information Regulations 2004 and the Data Protection Act 1998.

If the information you provide is subject to such a request, where possible Caerphilly County Borough Council will consult with you on its release. If you object to the release of your information we will withhold your information if the relevant legislation allows.

How long will we retain your information

How long Caerphilly County Borough Council retains information is determined through statutory requirements or best practice.

Bookings, reservations, sales and payment details will be held for 7 years. The information is kept for auditing purposes and for assisting in repeat bookings.

Your contact details if you consent to marketing will generally be held until you withdraw consent.  However, periodically you may ask you to re-confirm that consent for the purposes of cleansing our marketing database of contacts who no longer wish us to use there contact details for marketing purposes.

Donor details are retained for as long as the artefact is held with us.

Personal data held for other purposes will be held in a form that identifies individuals for no longer than is necessary and for a maximum of 7 years.


Details of marketing

If you have consented to your contact details being used for marketing purposes,  you will have been provided with details of the marketing Caerphilly County Borough Council would like to carry out, together with any options such as how you would like to be contacted. You are able to withdraw your consent to marketing at anytime by contacting the Service Area details on the top of this form.

Your Rights (Inc Complaints Procedure)

Your rights under the Data Protection Act 1998

The Data Protection Act gives data subjects (those who the information is about) a number of rights:

  • The right of access to personal data.  Application forms for this process are available on our website:
  • The right to prevent processing likely to cause damage or distress.
  • The right to prevent processing for marketing purposes.
  • Rights in relation to automated decision making.
  • The right to compensation if Caerphilly County Borough Council fail to comply with certain requirements of the Data Protection Act in respect of your information.
  • The right to the rectification, blocking, erasure or destruction of your information in certain circumstances.

Further information on your rights is available from:

Complaints Procedure

If you object to the way that Caerphilly County Borough Council is handling your data, you have the right of complaint. Please contact the Service Area detailed at the top of this document outlining your issues.

If you remain unhappy you also have a right of complaint to the Information Commissioner’s Office.  Please follow this link for further information on the complaints process.