Membership Data Privacy Notice

Winterbourne Privacy Notice

Winterbourne House & Garden is part of the University of Birmingham.  This document provides information about the University of Birmingham, as the ‘data controller’, uses your personal data in relation to your membership of or contact with Winterbourne House & Garden.


  1. What personal data will be processed?

The data we process will be the personal data you provide us with when you become a Member or customer of Winterbourne, make a donation to Winterbourne, complete a visitor survey or sign up to receive our e-newsletters.

This may include:

  • your name, title, gender and date of birth;
  • postal address, email address and phone number;
  • family and spouse/partner details, relationships to other members;
  • current interests and activities.
  • ticket purchase and event registration / attendance;
  • contact preferences;
  • gift information, including Direct Debit bank details where applicable;
  • Gift Aid status;
  • donor status and wealth assessment information;

On our website:  When you use the Winterbourne site, we automatically issue your computer with a small piece of code (a ‘cookie’) that enables the web pages to be displayed correctly, and the information the cookie provides allows us to manage and improve the services on the website – this cookie does not however contain any personally identifying information.  You can find out more on our website privacy page.

When you view our web pages, as with most other websites, our webservers build logs of activity which contain information about your location in the world and even your computer’s IP address. In addition on some pages small visible graphics are used to build and enhance this logging system.  You can find out more on our website privacy page.

Your personal data is created, stored and transmitted securely in a variety of paper and electronic formats, including databases.


  1. What is the purpose and legal basis of the processing?

The University will process your personal data for a range of purposes.  These include the following:

  • To manage your membership of Winterbourne;
  • Send you promotional, marketing or fundraising information by post or electronic means. These types of communications can include:
    • Informing you of other products, services or events related to Winterbourne House and Garden, The University of Birmingham, such as exhibitions, events, or retail offers;
    • News and updates about Winterbourne House and Garden, The University of Birmingham, such as via the biannual Members Magazine, and marketing e-newsletters;
    • Information on our fundraising operations, including occasional targeted requests to consider giving financial support to Winterbourne House and Garden, or to ask you to consider supporting us in other ways;
    • Other relevant communications based upon your relationship with Winterbourne House and Garden, The University of Birmingham.
  • To check if we have accurate contact details for you;
  • To send you surveys;
  • For market research purposes;

Electronic tools may be used to monitor the effectiveness of our communications with you, including email tracking, which records when an e-newsletter from us is opened and/or how many links are clicked within the message. The data from this tracking is always used in an aggregated and anonymised form.

You can opt out of any / all of our communications at any point simply by contacting

[email protected]  or telephoning 0121 414 3003

We process your data for the above purposes either with your consent or because it is necessary:

  • So we can perform our obligations under our agreement with you relating to your Membership of Winterbourne;
  • To comply with legal obligations to which the University is subject, for example for compliance with money laundering rules and Gift Aid requirements;
  • Because it is necessary for our legitimate interests necessary in fundraising in support of the University’s charitable mission, and maintaining a strong relationship with our supporters.
  1. Who will your personal data be shared with?

Within the University, your data is shared with those University staff and departments who need access for the purpose of delivering services and facilities.

Within the University, we also share membership information which is held on our database with those departments who have a legitimate interest in knowing more about our members, which are:

  • The University’s Development and Alumni Relations team (DARO). You can find out how DARO uses personal data on their website.
  • The Barber Institute of Fine Arts. You can find out how the Barber Institute uses personal data here on their website.

Your personal data is shared as is necessary with several external organisations which assist us in providing our services.  These organisations act on our behalf in accordance with our instructions and do not process your data for any purpose over and above what we have asked them to do.  They will not contact you directly or send you any marketing materials.  We make sure we have appropriate contracts in place with them.  Sometimes your personal data is processed by these organisations outside the European Economic Area (e.g. because they use a cloud-based system with servers based outside the EEA), and if so, we make sure that appropriate safeguards are in place to ensure the confidentiality and security of your personal data.

We do not disclose or sell personal data to any third parties or external organisations for marketing or any other purposes.

Except as we have explained above, we will not normally publish or disclose any personal data about you to other external enquirers or organisations unless you have asked us to do or have consented to it, or unless it is in your vital interests to do so (e.g. in an emergency situation).

  1. How long is my personal data kept?

We will retain most of your data indefinitely in support of your relationship with Winterbourne or until there is no longer a legal basis for holding it or you object to the use of your data for direct marketing purposes.

Gift Aid Data:  In order to meet HMRC requirements, we will store any gift aid declarations for admissions, memberships and donations made to Winterbourne House and Garden, The University of Birmingham for a period of 7 years. We will ensure they are kept securely in a secure location. After 7 years all paper records are securely destroyed.

Memberships:  All hard copy membership forms are also kept for 7 years securely after which, they are securely destroyed.

  1. Your rights in relation to your personal data?

Details about your rights are available on the ICO website.  This also explains how to ask any questions you may have about how your personal data is used, exercise any of your rights or complain about the way your data is being handled.


  1. Are changes made to this document?

This document was updated on 11th February 2023. It is reviewed when necessary and at least annually.