Swarthmoor Hall is operated by Friends House (London) Hospitality Ltd. (t/a Quiet Company), which is wholly owned by Britain Yearly Meeting of the Religious Society of Friends (Quakers) and is registered in England and Wales. Britain Yearly Meeting (BYM) is the charitable organisation which supports and works on behalf of all Quakers in Britain. Our full address is Friends House, 173 Euston Road, London, NW1 2BJ. Our company number is 06204129.

Friends House (London) Hospitality Ltd. is registered with the Information Commissioners Office (ICO) (Reg. No: Z2719753) and act as data controller when we collect personal data from our customers, prospective customers, and other stakeholders.

Please note that Swarthmoor Hall and Friends House Bookshop are owned by Britain Yearly Meeting and personal data is processed in accordance with the BYM privacy policy available here: https://www.quaker.org.uk/privacypolicy.

For any enquiries about Quiet Company, please use our contact form. For enquiries about Quakers in Britain, please email: enquiries@quaker.org.uk.

We will ensure that all personal information is processed in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

• Name
• Email address
• Address
• Phone number
• Bank details (in cases of room bookings etc.)

How we collect data
Friends House (London) Hospitality Ltd. collects personal data through:

We collect this data in order to offer services (primarily historic house, guest accommodation, meeting room facilities, and café) to our customers and the general public.

Under the UK General Data Protection Regulation and the Data Protection Act 2018, organisations are required to have a legal basis for processing personal data. The legal bases we use for processing data are:

• Legitimate interests for the purposes of fulfilling supporting our work, and where we contact corporate customers or clients in relation to use of our facilities.
• Contractual obligation in fulfilling any contract with you, for example the booking of meeting room and conference facilities,
• Legal obligation for the purposes of fulfilling our statutory obligations, including our pension provisions to our employees.
• Consent when people opt into our mailing list

Principles we will maintain

When we ask for personal data we will outline how we will use and manage it and, where appropriate, ask for your consent to do so.

We will not keep this information for longer than necessary. We maintain organisational retention schedules which set out the retention periods for the data we collect.

We will not use third parties to process your data without taking reasonable steps to ensure they comply with UK Data Protection legislation and EU General Data Protection Regulation.

We will never sell your data to third parties.

We do not use data for automated decision making or profiling.

Personal data is collected and stored securely subject to appropriate security measures and is protected against misuse.

Your personal data is primarily held in electronic form. Electronic data is held on secure local servers operated by BYM, and in some circumstances, on servers owned by third-party contractors.Prior to engaging or using third party systems to process data, we ensure that sufficient safeguards, contracts/agreements are in place to protect personal data and that all parties comply with the requirements of UK GDPR and the Data Protection Act 2018.

Under the UK GDPR and the Data Protection Act 2018, you have the following rights:

• Right to be informed: This notice provides you with information in relation to how your data is processed. This ensures that we are transparent about what we will do with the information you supply to us.
• Right of Access: You can ask us to provide you with the personal data about you we hold. This right always applies. There are some exemptions, which means you may not always receive all the information we process.
• Right to rectification: You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
• Right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
• Right to object: You have the right to object to processing if we are able to process your information because it is in our legitimate interests. You can also unsubscribe from our mailings and remove your details at any time.
• Right to data portability: This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.

Should you wish to make a subject access request to view your personal data held by us, please contact BYM data protection group: dataprotection@quaker.org.uk or Enquiries on 020 7663 1000.

Should you wish to withdraw permission for use of your data or to update the data we hold for you, please contact BYM data protection group: dataprotection@quaker.org.uk or Enquiries on 020 7663 1000.

Cookies are text files stored on your computer, and accessible only to the websites which create them.

Our website may from time to time use cookies and log files:

Any information gathered by our use of cookies is compiled on an aggregate, anonymous basis.

Most web browsers automatically accept cookies. You may delete, or disable cookies by following the instructions at http://www.allaboutcookies.org/manage-cookies/. Please note that you may not be able to take full advantage of a website if you disable cookies. Our website uses cookies to keep you logged in, so disabling cookies may impair your experience of the service.

Further information about cookies can be found on the Interactive Advertising Bureau’s website www.allaboutcookies.org.

If you share our content through social media, for example by liking us on Facebook or following or tweeting about us on X (ex-Twitter), those social networks will record that you have done so. They may set a cookie for this purpose.

In some cases, where a page on our website includes content from a social network, such as an X feed, or Facebook comments box, those services may set a cookie even where you do not click a button. As is the case for all cookies, we cannot access those set by social networks. Social networks cannot access cookies we set ourselves.

Our systems automatically gather some anonymous information about visitors, including IP addresses, browser type, language, and the times and dates of webpage visits. The data collected does not include personally identifiable information. It is used, as described above, for statistical analysis, to understand user behaviour, and to administer the site.

Our website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). The information generated by the cookie about your use of our website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of our website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. 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. Further information about Google’s privacy policy may be obtained from http://www.google.com/privacy.html.

Any changes we may make to our privacy notice in the future will be posted on this page and, where appropriate, notified to you by email.

The Swarthmoor Hall website contains links to websites operated by third parties under different privacy policies. Should you choose one of those links, you will be leaving the Swarthmoor Hall site and this privacy notice will no longer apply.

Contact Us
BYM Data Protection team will act as the point of contact for all enquiries related to Friends House (London) Hospitality Ltd.

If you have any queries or complaints, please in the first instance, contact BYM data protection team: dataprotection@quaker.org.uk or Enquiries on 020 7663 1000.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk.

We will review and update this notice in line with best practice and changes in legislation. We will always have an up-to-date version of the notice on this page or clearly signpost its location on the site under ‘Privacy notice’.

Notice last updated: 12 March 2024