Who we are and what we do
Wilton Park Executive Agency
Wiston House
Steyning
West Sussex BN44 3DZ
Wilton Park is an executive agency of the Foreign, Commonwealth & Development Office (FCDO). We convene and facilitate over 100 online, hybrid and face-to-face events each year from our base in West Sussex, as well as elsewhere in the UK and overseas. Wilton Park is at the forefront of global policy development. We bring together people from around the world to discuss and develop solutions for critical global issues. We work with governments, international organisations, civil society groups and individuals to find practical solutions to problems such as climate change, conflict, trade and security.
As a Data Controller, Wilton Park is committed to maintaining the security of your data and respecting your privacy rights. We are dedicated to being transparent about what data we collect and how we use it and undertake to handle your data fairly and meet our data protection obligations, at all times.
We will ensure that we treat all personal information in accordance with data protection legislation, including the Data Protection Act 2018 and UK General Data Protection Regulation (GDPR). Data protection law states that the personal information that we hold about you must be:
- processed lawfully, fairly and in a transparent manner.
- collected for specific purposes which we have explained to you and will not be used in any other way which is incompatible with those purposes.
- relevant to the purposes we have explained to you and limited to those purposes only.
- accurate and kept up to date.
- held only for as long as is necessary for the purposes that we have explained to you.
- processed or held in a way that ensures security.
This privacy notice provides you with information about how and why we collect your personal information; what personal data we collect, store, use and share; your legal rights relating to your personal data; and how to contact us in the event you have a query or complaint.
What data we process and why
We process personal data for the purposes of attending an event at Wilton Park, maintaining contact for future events, and performing our duties as an executive agency of a government department. Personal data is information that relates to an identified or identifiable individual.
Examples of personal data we process includes, but is not limited to, contact details such as name, address, organisation, position, telephone number and email address.
In addition, we may also process certain special category data about you as listed below:
- information about race or ethnicity, religious beliefs.
- information regarding your gender, dietary requirements.
- information about your health, including any medical condition.
Lawful basis for processing
We process this data because it is necessary to do so in order for Wilton Park to facilitate and hold events and as an executive agency of the FCDO. We may also process your data under the following lawful basis:
- Explicit consent: you have given us clear consent to process your personal data for a specific purpose.
- Contract: the processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract with you.
- Legal obligation: the processing is necessary for us to comply with the law (not including contractual obligations).
- Legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party unless your rights as the data subject override those legitimate interests.
Who do we share your personal data with
For the purposes state above, we share your personal data with our partners and sponsors and, where necessary, our caterers and travel providers.
There may be other circumstances in which we may lawfully share your data with third parties where, for example, we are required to do so by law, by court order, or to prevent fraud or other crimes. Where we share data, however, we shall do so in accordance with applicable data protection laws.
How long we keep your data
We will retain your personal data for only as long as it is necessary, this can be up to five years in some cases, or for as long as we are legally required to do so and in line with our retention schedule.
Your rights
In certain circumstances, you have the right to:
- object – request that your data is not processed for certain purposes.
- erasure – request that your personal data is erased where one of the statutory grounds applies.
- data portability – the right to obtain and reuse your personal data for your own purposes across different services in certain circumstances.
- restrict processing – request that the processing of your personal data is restricted in certain circumstances – for example, where accuracy is contested.
- rectification – request that any inaccuracies in your personal data are rectified without delay. Request that any incomplete personal data is completed, including by means of a supplementary statement.
- access – request information about how your personal data is processed and to request a copy of that personal data.
If your personal data is processed on the basis of consent, you have the right to withdraw consent to the processing of your personal data at any time by contacting our Data Protection Officer, dataprotectionofficer@wiltonpark.org.uk
How to contact us
If you have any questions about anything in this notice, or if you consider that your personal data has been misused or mishandled, contact us at dataprotectionofficer@wiltonpark.org.uk
You can also contact the Data Protection Officer at the Foreign, Commonwealth & Development Office:
Data Protection Officer
Information Management Department
Information and Digital Directorate
Room WHG 168
Foreign, Commonwealth & Development Office
King Charles Street
London
SW1A 2AH
Email: Data.Protection@fcdo.gov.uk
Telephone: 020 7008 5000
Complaints
You may also make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Email: casework@ico.org.uk
Telephone: 0303 123 1113
Changes to this Privacy Policy
We update this policy periodically to ensure it accurately reflects our use of personal data. This Privacy Notice was last updated in July 2021
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. You can view details about Mailchimp’s security procedures and 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 3.2.
3.2 Third party cookies
Wilton Park uses a number of suppliers who also set cookies on its websites on its behalf.
3.2.1 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: