Last updated: 20 July 2026

Doddington Farms LLP is committed to respecting your privacy and protecting your personal information. This privacy policy explains how we collect, use, store and share personal information when you visit our website, contact us, make a booking or purchase, attend an event, join a mailing list or otherwise interact with Doddington. It also explains your data protection rights and how you can contact us about the way we use your information.

1. Who we are

This website is operated by Doddington Farms LLP.

Doddington Farms LLP is a limited liability partnership registered in England and Wales under company number OC330471.

Doddington Farms LLP is the controller responsible for personal information collected through this website unless we tell you otherwise when collecting your information.

This includes information used in connection with Doddington Hall & Gardens, Wilder Doddington and our commercial, estate, conservation, education, learning, community and volunteering activities.

The Doddington Hall Conservation Charity, registered charity number 1114539, supports conservation, nature recovery, education, learning, volunteering and community activities at Doddington.

We may share relevant information with The Doddington Hall Conservation Charity where this is necessary to administer, fund, evaluate or deliver its charitable activities. Where the charity determines for itself why and how personal information is used, it will have its own responsibilities under data protection law and appropriate privacy information will be provided.

In this policy, references to Doddington, we, us and our mean Doddington Farms LLP.

You can contact us at:

Data Protection Contact
Estate Office
Doddington Hall
Main Street
Doddington
Lincoln
LN6 4RU

Email: info@doddingtonhall.com
Telephone: 01522 694308

2. What this policy covers

This policy applies when you:

• visit doddingtonhall.com or another website operated by us

• complete an online form

• make an enquiry, complaint, booking or purchase

• buy tickets or book accommodation, hospitality or an activity

• attend an event, course, visit or programme

• sign up for news, marketing or updates

• enter a competition, promotion or survey

• interact with us through social media

• apply for a job or volunteer role

• take part in a conservation, educational, community or charitable activity

• visit our premises or take part in an activity on the Doddington Estate

• deal with us as a supplier, contractor, business contact, tenant or partner

We may provide additional privacy information for particular services, programmes, participants, employees or volunteers. Where a separate notice applies, it should be read alongside this policy.

3. The personal information we collect

The information we collect depends on how you interact with us.

Identity and contact information

This may include:

• your name and title

• your postal address

• your email address

• your telephone number

• your date of birth or age where relevant

• your organisation, school, group or employer

• your job title or professional role

Booking and transaction information

This may include:

• the products, tickets, services or experiences you purchase

• booking dates, party size and preferences

• accommodation and hospitality details

• billing and delivery addresses

• payment status and transaction information

• discount, membership or season ticket details

• information relating to refunds, cancellations or customer service

Where payments are made through a payment provider, payment card details are handled securely by that provider. We may receive confirmation of the payment and limited transaction information but do not generally receive or retain complete payment card details.

Enquiry and communication information

This may include:

• correspondence you send to us

• information provided through forms, telephone calls, emails and social media

• questions, requests, feedback and complaints

• records of your communication preferences

• notes made when dealing with your enquiry

Marketing information

This may include:

• your mailing list subscriptions

• the subjects and services in which you have expressed an interest

• your marketing and communication preferences

• whether you have opened or interacted with a marketing email

• information about how you respond to campaigns, promotions and advertising

Website and technical information

This may include:

• your internet protocol address

• browser and device information

• approximate location derived from your internet connection

• pages visited and links selected

• the date and time of your visit

• the website that referred you to us

• cookie identifiers and similar technical information

• your cookie and privacy choices

Visit and event information

This may include:

• attendance at events, visits and activities

• access, dietary and other practical requirements

• photographs, video or audio recordings taken at events

• competition, prize draw and survey responses

• accident, incident and health and safety information

Conservation, learning and community programme information

This may include:

• school, group or organisation details

• participant names and ages where required

• parent, guardian, teacher or group leader contact details

• emergency contact information

• attendance and participation records

• access, support, dietary, medical or wellbeing requirements

• safeguarding information where necessary

• feedback and programme evaluation information

Recruitment and volunteering information

This may include:

• your CV, employment history and qualifications

• application and interview information

• references and right-to-work information

• professional memberships and training records

• availability and role preferences

• information required for safeguarding or criminal record checks where permitted by law

• information about volunteering activities and participation

Property, supplier and business information

This may include:

• information relating to property enquiries, applications and tenancies

• supplier, contractor and professional contact details

• contracts, invoices and payment information

• insurance, accreditation and compliance information

• correspondence and records relating to our working relationship

4. Where we obtain your information

We usually collect personal information directly from you.

We may also receive information from:

• someone making a booking or enquiry on your behalf

• a parent, guardian, teacher, school or group organiser

• ticketing, reservation, accommodation and booking providers

• payment processors and financial institutions

• delivery and fulfilment providers

• event organisers and business partners

• The Doddington Hall Conservation Charity

• charities, community organisations and programme partners

• funders and programme evaluators

• referees, recruitment agencies and previous employers

• professional advisers and insurers

• fraud prevention and identity verification providers

• social media platforms when you interact with our accounts

• publicly available sources such as company websites and professional directories

• cookies, analytics tools and similar technologies used on our website

When another person provides us with your information, they should ensure that they have authority to do so and that you understand how your information will be used.

5. How and why we use personal information

We must have a lawful basis for using your personal information. The lawful basis we rely on depends on why the information is being used.

Website operation and security

We may use website and technical information to:

• operate, maintain and secure our website

• remember your choices and preferences

• diagnose technical problems

• prevent fraud, misuse and cyber security incidents

• understand how the website is used

• improve its content, performance and accessibility

• measure the effectiveness of our communications and campaigns

We rely on our legitimate interests in operating a secure and effective website, compliance with legal obligations and consent where consent is required for cookies or similar technologies.

Enquiries and customer service

We may use your information to:

• respond to questions and requests

• provide information about our services

• prepare quotes and proposals

• manage complaints and feedback

• maintain records of our communications

• improve our services and customer experience

We rely on taking steps at your request before entering into a contract, performing a contract and our legitimate interests in providing effective customer service and administering our organisation.

Bookings, purchases and payments

We may use your information to:

• process orders, tickets, bookings and payments

• provide products, accommodation, hospitality, visits and activities

• confirm and manage reservations

• contact you about changes, cancellations or important service information

• arrange delivery or collection

• process refunds

• prevent fraudulent transactions

• comply with accounting, tax and legal requirements

We rely on performing a contract, taking steps before entering into a contract, complying with legal obligations and our legitimate interests in preventing fraud and administering our operations.

You may need to provide certain information so that we can enter into or perform a contract with you. If you do not provide it, we may be unable to complete your purchase, booking or request.

Events, memberships and activities

We may use your information to:

• manage admission, attendance and participation

• administer memberships, passes and season tickets

• organise events, courses, visits and experiences

• communicate practical or safety information

• manage competitions, surveys and prize draws

• evaluate and improve our programme

We rely on performing a contract, consent where appropriate and our legitimate interests in delivering and evaluating our activities.

Conservation, learning and community programmes

We may use your information to:

• administer applications, bookings and referrals

• deliver conservation, learning, community and nature-based programmes

• communicate with participants, schools, families and group organisers

• support participants appropriately

• manage safeguarding, safety and welfare

• monitor attendance and outcomes

• evaluate and report on funded programmes

• meet the requirements of funders and delivery partners

• demonstrate the impact of activities

• support programmes delivered by or on behalf of The Doddington Hall Conservation Charity

We may rely on performing a contract, taking steps before entering into a contract, complying with legal obligations, consent and our legitimate interests in delivering and evaluating these activities.

Where necessary, information may be shared with The Doddington Hall Conservation Charity, funders or delivery partners for the administration, delivery or evaluation of a relevant programme.

Marketing and communications

We may use your information to send you news, offers, event information, fundraising communications and other updates that may be relevant to you.

We will send electronic marketing where:

• you have given us your consent

• you gave us your contact details when buying or negotiating to buy a product or service from us and all the requirements of the customer soft opt-in are met

• another legal permission allows us to contact you

Where we rely on the customer soft opt-in, we will only market our own similar products and services. You will have been given a clear opportunity to opt out when your contact details were collected and in every subsequent communication.

Fundraising and charitable marketing communications will only be sent where you have consented or another applicable legal permission allows them.

You can unsubscribe at any time by selecting the unsubscribe link in an email or contacting us at info@doddingtonhall.com.

We may retain limited information on a suppression list so that we can record and respect your decision not to receive marketing.

Photography, filming and media

We may take photographs, video or audio recordings at Doddington events, activities and locations for:

• news and publicity

• editorial coverage

• charitable reporting

• marketing and social media

• historical and archival purposes

We will use signs, event information or direct communication to make people aware when photography or filming is taking place.

Depending on the circumstances, we may rely on consent or our legitimate interests in promoting and recording Doddington’s work and activities.

We will normally seek specific permission before using an identifiable individual as the main subject of promotional material, particularly where children or vulnerable people are involved.

Safety, security and incident management

We may use personal information to:

• protect visitors, participants, employees, volunteers and property

• manage accidents, incidents and emergencies

• comply with health and safety requirements

• investigate suspected misconduct, crime or fraud

• establish, exercise or defend legal claims

• respond to insurers, emergency services and public authorities

We rely on compliance with legal obligations, protecting vital interests and our legitimate interests in protecting people, property and our organisation.

CCTV may operate in parts of the Doddington Estate. Signs will be displayed where CCTV is in use.

Recruitment and volunteering

We may use your information to:

• assess applications

• arrange interviews and communicate with applicants

• obtain references

• check eligibility to work

• carry out appropriate safeguarding or criminal record checks

• administer volunteering roles

• maintain records of recruitment decisions

• protect and defend legal rights

We rely on taking steps before entering into a contract, compliance with legal obligations and our legitimate interests in recruiting suitable employees and volunteers and managing our organisation.

Successful applicants may receive separate privacy information relating to employee records.

Suppliers, contractors, partners and property matters

We may use your information to:

• manage contracts and working relationships

• process invoices and payments

• undertake appropriate checks

• manage property applications and tenancies

• communicate with professional and business contacts

• comply with regulatory, tax, insurance and legal requirements

• protect and enforce our legal rights

We rely on performing a contract, taking steps before entering into a contract, complying with legal obligations and our legitimate interests in managing our estate and business relationships.

Legal and regulatory requirements

We may use or disclose information where necessary to:

• comply with the law

• respond to a court order or lawful request

• meet accounting, tax, licensing or regulatory obligations

• prevent or detect crime

• protect legal rights

• establish, exercise or defend legal claims

• co-operate with law enforcement, emergency services or regulators

We rely on compliance with legal obligations and our legitimate interests in protecting and enforcing our legal rights.

6. Our legitimate interests

Where we rely on legitimate interests, these may include:

• operating and improving our organisation and services

• responding to enquiries and providing customer service

• managing bookings, visits and events

• protecting our systems, visitors, employees and property

• preventing fraud and misuse

• promoting Doddington’s activities

• understanding our audiences

• evaluating and improving our work

• maintaining relationships with customers, supporters and business contacts

• administering conservation, learning and community programmes

• establishing, exercising and defending legal rights

Before relying on legitimate interests, we consider whether the use of your information is necessary and whether your rights and interests override our own.

Your right to object: You may object to our use of your personal information where we rely on legitimate interests. We will stop using it unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or the information is required for legal claims.

7. Special category and criminal offence information

Some personal information requires additional protection under data protection law.

We may collect limited health, disability, accessibility, allergy, medical or safeguarding information where this is necessary to provide a service, activity or programme safely and appropriately. This may also include dietary or support requirements where they reveal sensitive information about an individual.

Where we use this type of information, we rely on an additional legal condition. Depending on the circumstances, this may include:

• your explicit consent

• protecting someone’s vital interests

• meeting obligations relating to employment or social protection law

• safeguarding or another substantial public interest recognised by UK law

• establishing, exercising or defending legal claims

We only collect this information where it is relevant and limit access to people who reasonably need it.

We process criminal offence information only where permitted or required by law and with appropriate safeguards in place. This may include information connected with safeguarding checks for particular employment or volunteering roles.

8. Children’s information

Some Doddington services and programmes are designed for children, schools and families.

We normally collect children’s information through a parent, guardian, school, teacher or group organiser. We only collect information that is reasonably necessary to administer the activity and support the child’s safety, welfare and participation.

This may include:

• the child’s name and age

• school or group information

• attendance details

• emergency contacts

• medical, dietary, accessibility or support requirements

• safeguarding information

• photographs or recordings where appropriate permission has been obtained

Where we collect information directly from children, we will provide privacy information in language appropriate to their age.

Where we rely on consent to provide an online service directly to a child under 13, we will obtain authorisation from a person with parental responsibility.

9. Your marketing choices

You have the right to object at any time to our use of your personal information for direct marketing.

You can:

• select the unsubscribe link in any marketing email

• change your preferences where a preference centre is available

• contact us at info@doddingtonhall.com

• write to us using the address in this policy

Stopping marketing communications will not affect service messages relating to an existing booking, order, membership or activity.

Where processing is based on consent, you may withdraw that consent at any time. Withdrawing consent does not affect processing carried out before consent was withdrawn.

10. Cookies and similar technologies

Our website uses cookies and similar storage and access technologies to:

• provide essential website functions

• maintain security

• remember your choices

• understand how the website is used

• improve performance and content

• measure campaigns

• support embedded content and online advertising where used

Technologies that require consent will not be used unless and until you consent to them.

Some technologies may be used without consent where a legal exemption applies. Where required, we will provide clear information and a simple way for you to object.

You can accept, reject or manage technologies through our cookie control and change your choices later using the cookie settings link on the website.

Further information about the technologies used, their providers, purposes, legal basis and duration is available in our Cookie Policy.

11. Who we share information with

We may share personal information with trusted organisations where this is necessary for the purposes described in this policy.

These may include:

• The Doddington Hall Conservation Charity where necessary to administer, fund, evaluate or deliver relevant charitable activities

• website hosting, development and IT support providers

• email, document storage and communication providers

• customer relationship and database providers

• ticketing, ecommerce and booking platforms

• restaurant, accommodation, wedding and event reservation systems

• payment processors and financial institutions

• delivery, postal and fulfilment providers

• email marketing and survey providers

• analytics, advertising and social media providers

• event organisers, venues, suppliers and delivery partners

• schools, group organisers, charities and community partners

• funders and programme evaluators

• professional advisers such as accountants, auditors, solicitors and consultants

• insurers and insurance advisers

• fraud prevention, identity and security providers

• regulators, courts, law enforcement and public authorities

• emergency services and healthcare professionals where necessary

• organisations involved in a restructuring or transfer of an activity or business

Service providers acting on our behalf may only use your information in accordance with our instructions, their contractual duties and applicable law.

Some organisations, such as payment providers, booking platforms, social media companies and The Doddington Hall Conservation Charity, may use information for their own purposes and have their own data protection responsibilities.

We do not sell your personal information.

12. International transfers

Some of the service providers we use may process or store personal information outside the United Kingdom.

Where this involves a restricted transfer, we ensure that an appropriate legal safeguard is in place. This may include UK adequacy regulations or approved contractual protections designed to protect your information and your data protection rights.

You can contact us for further information about the safeguards used for a particular service and how to obtain a copy of them.

13. How long we keep information

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected and to meet our legal, accounting, insurance, safeguarding and regulatory responsibilities.

The length of time will depend on:

• the nature of the information

• why it was collected

• whether it remains necessary for that purpose

• any contractual, legal or regulatory requirements

• relevant tax, insurance or limitation periods

• whether the information is required in connection with a complaint, investigation or legal claim

Our usual approach includes:

• Enquiries and correspondence: retained until the matter is resolved and for a reasonable period afterwards based on the nature of the enquiry

• Bookings, purchases, invoices and financial records: normally retained for six years after the end of the relevant financial year or transaction

• Event and activity records: retained for the duration of the activity and afterwards where required for contractual, insurance or legal purposes

• Marketing information: retained until you unsubscribe, withdraw consent or your information is removed following an inactivity review

• Marketing suppression records: retained for as long as necessary to ensure that we continue to respect your opt-out

• Competition and prize draw entries: normally retained for up to six months after the competition closes unless a longer record is required

• Unsuccessful job applications: normally retained for six months after the recruitment process ends unless you agree to a longer period

• Volunteer records: retained for the duration of the role and afterwards where required for safeguarding, insurance, reporting or legal purposes

• Conservation, learning and community programme records: retained according to the nature of the programme and relevant safeguarding, funding, insurance and legal requirements

• Complaints and legal claims: normally retained for up to six years after the matter is closed or longer where necessary

• Accident, incident and safeguarding information: retained according to applicable legal, insurance and safeguarding requirements

• CCTV recordings: retained for a limited period unless footage is required for an investigation, claim or legal purpose

• Website logs and cookie information: retained according to the purpose and duration stated in our Cookie Policy

We may retain anonymised information that can no longer identify an individual for statistical, research or reporting purposes.

14. How we protect your information

We use appropriate organisational and technical measures to protect personal information against:

• accidental loss or destruction

• unauthorised access

• inappropriate disclosure

• alteration or misuse

These measures may include access controls, password protection, secure systems, employee training, data minimisation, supplier checks and procedures for dealing with security incidents.

Access to personal information is limited to people who reasonably require it for their role.

No internet transmission or storage system can be guaranteed to be completely secure. Where we become aware of a personal data breach, we will investigate it and notify affected people and the Information Commissioner’s Office where required by law.

15. Your data protection rights

Depending on the circumstances and the lawful basis used, you may have the following rights.

Access

You can ask whether we use your personal information and request a copy of that information.

Rectification

You can ask us to correct information that is inaccurate or complete information that is incomplete.

Erasure

You can ask us to delete personal information in certain circumstances.

Restriction

You can ask us to restrict the way we use personal information in certain circumstances.

Objection

You can object to processing based on our legitimate interests and you can object at any time to processing for direct marketing.

Data portability

You can ask us to provide certain information in a structured, commonly used and machine-readable format or transfer it to another organisation where this right applies.

Withdrawal of consent

Where we rely on consent, you can withdraw it at any time.

Automated decisions

You have rights relating to decisions made solely through automated processing where they have legal or similarly significant effects.

We do not currently make decisions about people solely through automated processing that produce legal or similarly significant effects.

These rights are not absolute and may not apply in every circumstance.

We will respond to valid rights requests without undue delay and normally within one month. The response period may be extended by up to a further two months where permitted by law, including where a request is complex or you have made several requests.

The period may begin once we have received information reasonably required to confirm your identity, confirm someone’s authority to act for you or understand the information being requested.

There is normally no charge for exercising your rights. We may charge a reasonable fee or refuse a request where the law permits us to do so, including where a request is manifestly unfounded or excessive.

To exercise your rights, contact:

Data Protection Contact
Estate Office
Doddington Hall
Main Street
Doddington
Lincoln
LN6 4RU

Email: info@doddingtonhall.com
Telephone: 01522 694308

16. Data protection complaints

You can complain to us if you are concerned about:

• how we have collected or used your personal information

• information that is inaccurate, incomplete or out of date

• an unwanted disclosure of your information

• our response to a data protection rights request

• unwanted direct marketing

• any other matter relating to our handling of personal information

You can make a complaint by email, telephone or post using the contact details in this policy. When emailing, please use Data protection complaint as the subject line where possible.

Please provide enough information for us to understand and investigate your concern.

We will:

• acknowledge your complaint within 30 days of receiving it

• investigate your complaint without undue delay

• make appropriate enquiries based on the circumstances

• keep you informed if the investigation takes time

• explain the outcome and any action we have taken

• keep an appropriate record of the complaint and our response

You may contact us first so that we have an opportunity to investigate and put matters right. However, you are not required to do so before complaining to the Information Commissioner’s Office.

You have the right to complain to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Further information is available on the Information Commissioner’s Office website.

17. Third-party websites and social media

Our website may contain links to websites, booking platforms, payment services and social media pages operated by other organisations.

Those organisations are responsible for their own privacy practices. We recommend reading their privacy information before providing personal information or using their services.

Interactions with our accounts on social media platforms may also be subject to the platform provider’s privacy policy and settings.

18. Changes to this policy

We may update this policy to reflect changes to our services, systems, suppliers or legal responsibilities.

The latest version will be published on this page and the date at the top will be updated.

Where a change is particularly significant, we may also bring it to your attention through the website, email or another appropriate method.

19. Contact us

For questions about this policy, your personal information or your privacy choices, please contact:

Data Protection
Estate Office
Doddington Hall
Main Street
Doddington
Lincoln
LN6 4RU

Email: info@doddingtonhall.com
Telephone: 01522 694308