Ways we collect information
Some areas of this site require you to actively submit information in order for you to benefit from specific features, such as our range of online services, for example, email, online booking forms or online payments.
You will be informed at each of these information collection points what information is required and what information is optional.
Some of this information may be personal data (information that can be uniquely identified with you, such as your name, address and contact details, email address, phone number, payment details, your marketing preferences, your communications with us and information about your attendance at Belfast Castle or Malone House.
We only collect such information when you choose to supply it to us or pursuant to a legal obligation or pursuit of a legitimate interest and it is processed in accordance with the General Data Protection Regulation.
We may receive personal data from third parties, for example,
- law enforcement authorities may provide us with personal data if they are involved in an official inquiry or investigation
- A finance provider may provide information about any credit arrangement that you have with them, if you use the credit arrangement to make a purchase from us.
Information is also gathered without you actively providing it, through the use of various technologies and methods such as Internet Protocol (IP) addresses and cookies. These methods do not collect or store personal information.
An IP address is a number assigned to your computer by your Internet Service Provider (ISP), so you can access the internet. We collect IP addresses for the purposes of system administration and to audit the use of our site.
Each time you log onto our site and each time you request one of our pages, our server logs your IP address.
Although we log your session with us, we will not normally link your IP address to anything that can enable us to identify you. However, we can and will use IP addresses to identify a user when we feel it is necessary to enforce compliance with our rules or terms of service or to protect our service, site, users or others.
Monitoring of email
We may monitor your email and other online communications with us (this includes any member of staff). Any such monitoring will take place in accordance with the law.
We use log files generated by our web servers to analyse site usage and statistics but the files do not identify any personal information.
Log file analysis helps us to understand usage patterns on our website and to make improvements to our service.
The legal basis for processing your personal information
If you’ve opted-in to receive information and offers relating to Malone House or Belfast Castle (for example by ticking a box on one of our websites or apps), then we’ll provide this information to you by email, text, or phone.
We also rely on your consent to process information about your use of our website, apps and social media, so that we can improve your browsing experience and deliver online advertising that is relevant to you.
When we rely on your consent to process personal information, you have a right to withdraw that consent.
We process your personal information when necessary to pursue our legitimate interests in the following respects:
- tailoring our website and communications to you. We collect information about your online engagement with us (such as pages that you have visited on our website [or app]) to build a fuller understanding of your preferences
- monitoring, improving and protecting content and services
- checking the credit or debit card details you provide (to process your payments and prevent fraudulent transactions)
- sending you some types of direct marketing, including by email and post
- responding to your comments or complaints
- undertaking, or inviting you to take part in, market research
- querying whether you have had an issue completing an online form
- preventing, investigating and/or reporting fraud, terrorism, misrepresentation, security incidents or crime
- using incident reports and CCTV footage to protect the security of our customers and staff; and to help detect and prevent unlawful activity
- managing legal claims, compliance, regulatory and investigative matters
You have a right to object to any processing that we undertake for our legitimate interests.
We process your personal data when necessary for contractual reasons, such as to provide bookings that you have purchased.
We are legally required to process your personal data in cases where we need to respond to requests by government or law enforcement authorities.
Disclosure of information
Belfast City Council is comprised of a number of internal departments who work very closely and personal information may be internally shared when there is a necessary and legitimate need to do so.
We do not disclose any information you provide through the site to any other individuals or organisations (third parties), except where:
- such disclosures are necessary to fulfil our service obligations to you, in which case we will require such third parties to agree to treat it in accordance with this privacy notice
- required by applicable laws, courts orders or government regulations (for example, to prevent or detect crime)
- you give us permission to do so
- for online payments, we will pass your details securely to Barclaycard through a 256 bit Transport Layer Security connection (TLS).
More information about how Barclaycard processes your information is available from the Barclaycard website.
Transfer of Personal Data out of the EEA
We will not transfer your personal data outside the European Economic Area
How long Belfast City Council will retain your personal data for
We will hold personal data that may give rise to a legal dispute for a period of 7 years.
We will hold personal data relating to your purchases or bookings for a period of  years from the date of the last booking or purchase. This is for the purpose of understanding your personal preferences and also to meet potential legal obligations.
Any CCTV footage is retained for a period of  days, unless we are required to keep it for a longer period because of a legal requirement.
Access to your personal information
Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:
- fair processing of information and transparency over how we use your use personal information
- access to your personal information and to certain other supplementary information that this privacy notice is already designed to address
- require us to correct any mistakes in your information which we hold
- require the erasure of personal information concerning you in certain situations
- receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit that data to a third party in certain situations
- object at any time to processing of personal information concerning you for direct marketing
- object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
- object in certain other situations to our continued processing of your personal information
- otherwise restrict our processing of your personal information in certain circumstances.
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
Marketing and Corporate Communications
Belfast City Council
Belfast City Hall
- let us have enough information to identify you (e.g. account number, user name, registration details),
- let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
- let us know the information to which your request relates , including any [account or] booking reference number, if you have it.
If you would like to unsubscribe from any email newsletter you can also click on the ‘unsubscribe’ button at the bottom of the email newsletter. It may take up to 7 days for this to take place.
Your personal information is held and stored by Belfast City Council in a safe and secure manner and in compliance with Data Protection legislation and also in line with Belfast City Council’s Records Retention and Disposal Schedule.
We take care to protect your personal information as you transmit it from your computer to our site and to protect such information from loss, misuse, and unauthorised access, disclosure, alteration or destruction. We use leading technologies and encryption software to safeguard your data and operate strict security standards to prevent any unauthorised access to it. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
We would remind you that where you use passwords, ID numbers, or other special access features on this site, you also have a responsibility to take reasonable steps to safeguard them.
Links to other websites
This site contains links and references to other websites. This privacy notice does not apply to those websites and we encourage you to read the privacy notice of every website you visit.
Notification of changes to our privacy notice
We will post details of any changes to our privacy notice on this website to help make sure you are always aware of the information we collect, how we use it, and in what circumstances, if any, we share it with other parties.
This privacy statement was last updated in May 2018.
Privacy and data protection statement
Belfast City Council is committed to fulfilling its responsibilities under the General Protection Regulation. It is notified to the Information Commissioner as data controller and takes appropriate steps to protect your privacy and information.
The personal information you choose to provide, such as your name, address and other contact details, will be processed in accordance with the General Data Protection Regulation. It will only be used to communicate with you about a service or information you have requested.
Your personal information will only be made available to the appropriate council staff involved in the provision of this service and the representatives of the Barclaycard service who assist with the administration of your payment.
Your personal information will not be disclosed to any outside organisation without your consent, except where it is necessary for the council to do so to comply with the law or provide this service.
How to complain
We hope that can resolve any query or concern you raise about our use of your personal information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/
How to contact us
Please contact us if you have any questions about this privacy notice or the information we hold about you. If you wish to contact us please send an email to firstname.lastname@example.org, write to
Marketing and Corporate Communications
Belfast City Council
Belfast City Hall
or call 028 9068 1246.
Do you need extra help?
If you would like this notice in another format (for example: audio, large print, braille) please contact us.