Privacy Policy

Introduction

This privacy policy is for this website, Ladbrokehall.com, and served jointly by Sunbeam Project CIO (charity no. 1214982) and Sunbeam Photographic Limited (trading as Ladbroke Hall, company no. 07171165).

It governs the privacy of users of the website, patrons, donors, guests, and visitors who interact with our services. It explains how we comply with the UK GDPR, the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

For clarity:

• Sunbeam Project CIO is the data controller for matters relating to Patronage, donations, and Gift Aid.

• Sunbeam Photographic Limited is the data controller for matters relating to operation of the venue, exhibitions, events, Pollini restaurant, and commercial hires.

Both organisations share responsibility where activities overlap (for example, when delivering Patron benefits that require venue use).

Contact for data protection enquiries:
hello@sunbeam-project.org
Ladbroke Hall, 79 Barlby Road, London W10 6AZ

Personal Information We Collect

We may collect and process some or all of the following:

• Patronship and donation details (name, address, contact details, Gift Aid declarations).
• Financial data (direct debit mandates, card details via payment processors).
• Identity verification documents (passport, driving licence, utility bill).
• Guest and family member names, attendance records, booking history.
• Food and beverage purchases, dietary/access requirements.
• Health data where necessary (to provide assistance or for incident reporting).
• Records of breaches of rules.
• CCTV recordings (inside and outside the venue).
• Vehicle registration details (for deliveries/access).
• Correspondence and enquiry records.
• Digital activity (IP address, device type, cookie data, usage logs).
• CVs and job applications.

We may also receive data from ticketing agents, reservation partners, or third-party booking systems.

How We Use Your Information

We process your information in order to:

• Administer Patronage and donations (Sunbeam Project CIO).
• Process payments, Gift Aid, and statutory reporting.
• Provide venue services, exhibitions, events, and dining (Sunbeam Photographic Ltd).
• Ensure safe and lawful operation of Ladbroke Hall.
• Communicate with you about events, Patron benefits, and opportunities.
• Manage attendance and enforce venue rules.
• Analyse engagement and improve services.
• Carry out surveys and collect feedback.
• Protect against loss, harm, or misuse.
• Comply with licensing and regulatory obligations.

Lawful Bases for Processing

We rely on:

• Contract (to deliver Patronage, bookings, or services).

• Legal obligation (Gift Aid claims, licensing, record keeping).

• Legitimate interests (event follow-ups, safety, improving services).

• Consent (for marketing where required).

Marketing

We may contact you about Ladbroke Hall or Sunbeam Project CIO events, activities, and opportunities. You can opt out at any time by unsubscribing directly in the email or contacting info@ladbrokehall.com.

Events, Photography & Recordings

We may livestream, film, or photograph events. Attendance may result in incidental inclusion in such recordings. If you would prefer not to appear, please notify us. Content may be used for promotional purposes in line with our legitimate interests.

We request that all visitors follow our Responsible Photography Policy.

Disclosure of Your Information

We may share your data with:

• Sunbeam Project CIO and Sunbeam Photographic Ltd (internally, to deliver benefits and services).
• Payment processors, IT providers, mailing platforms.
• HMRC (for Gift Aid).
• Regulators and licensing authorities.
• Professional advisers (auditors, insurers, legal, banks).
• Third-party service providers as needed.

We do not sell your data.

Storage, Security, and Transfers

• Data is stored securely with restricted access.
• Payment details are processed by third-party providers and not stored by us directly.
• Some service providers may transfer data outside the UK/EEA; in these cases, safeguards such as Standard Contractual Clauses are in place.
• We have breach response procedures and will notify affected individuals and regulators if legally required.

Data Retention

• Patron and donation records: 6 years after Patronage ends.
• Gift Aid records: 6 years after final claim.
• Visitor and guest records: retained as required by law.
• CCTV: typically 30 days, unless retained for investigation.
• Marketing data: until you withdraw consent.

Your Rights

You have rights to:

• Access your personal data.

• Correct inaccuracies.

• Request erasure (where lawful).

• Restrict or object to processing.

• Withdraw consent for marketing.

• Data portability.

• Complain to the ICO (www.ico.org.uk).

Requests should be sent to hello@sunbeam-project.org. Proof of ID may be required.

Cookies & IP Addresses

Our website uses cookies to:

• Provide essential functionality.

• Recognise returning users.

• Analyse visitor behaviour.

• Tailor content and advertising.

You can manage cookies via your browser settings. Blocking essential cookies may limit functionality.

Changes to This Policy

We may update this policy. The latest version will always be published on our website. Significant changes will be communicated directly where possible.