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Privacy Policy

Last updated: 19 September 2025

1) Who we are

The Ermine Exchange (“EE”, “we”, “us”) is a coffee house and wellbeing hub based on the Ermine Estate in Lincoln.
Operator / Data Controller: Alive Church (charity number 1140435), operating The Ermine Exchange through Alive Church Lincoln North.
Address for correspondence: The Ermine Exchange, Sudbrooke Drive, Lincoln, LN2 2DS.
Contact for privacy queries: theermineexchange@alivechurch.org.uk or write to the address above.

This policy explains how we handle personal data collected via www.ermineexchange.co.uk (the “Website”). For in-person activities at our venue, we may provide additional notices on site.

2) What data we collect on this Website

We aim to collect the minimum necessary.

  • Essential technical data: IP address, device, browser type, pages viewed, time/date, referrer. This is captured by our hosting platform Wix and web security tools to keep the site running safely.

  • Analytics (optional): If you consent, we use Google Analytics 4 (GA4) to measure visits and improve the site. GA4 collects pseudonymous identifiers (e.g., cookies or similar), page views, events (clicks, scrolls), approximate location (country/city), and device info. We do not use GA Advertising Features or personalised ads.

  • Contact forms (only if you add one): If you submit a form, we’ll collect the details you provide (e.g., name, email, message).

  • Social media / external links: If you follow links to third-party sites (e.g., Facebook/Instagram/Google Business Profile), those services may collect data in line with their own policies.

We do not knowingly collect special category data via the Website and the site is not intended for children.

3) Cookies and consent

We use essential cookies to make the site work, and (with your permission) analytics cookies to understand how the site is used.

  • On your first visit, you’ll see a cookie banner. We will only set analytics cookies after you click “Accept” (you can also choose “Reject” or set preferences).

  • Typical Google Analytics cookies include _ga and _ga_<container-id> with durations up to 2 years. Exact names and durations may vary by Google configuration.

Learn more about cookies at www.allaboutcookies.org. Google’s privacy information is at https://policies.google.com/privacy and GA opt-out add-on at https://tools.google.com/dlpage/gaoptout.

4) Why we process your data (purposes & lawful bases)

Purpose

What we do

Lawful basis

Run and secure the Website

Use hosting/platform logs, essential cookies, DDoS protection, uptime monitoring

Legitimate interests (Article 6(1)(f)) – necessary to provide a secure, working site

Measure and improve the site

Google Analytics 4 to understand aggregate usage

Consent (Article 6(1)(a)) – set only if you opt in

Respond to messages (if you add a form)

Read and reply to your enquiry; keep a record

Legitimate interests (Article 6(1)(f)) or Consent if the form states so

We do not use your Website data for direct marketing and we do not sell your data.

5) Data retention

  • Hosting/security logs: typically kept for up to 90 days and then deleted.

  • Google Analytics: we set GA4 data retention to 6 months for event data (choose one and update).

  • Contact form submissions: kept only as long as needed to handle your enquiry and for a short audit window (6 months)

6) Who we share data with (processors)

We use trusted suppliers to run the Website. They process data under our instructions:

  • Website hosting/platform: Wix.com Ltd.

  • Analytics: Google LLC (Google Analytics 4).

We require processors to protect your data and not use it for their own purposes.

7) International transfers

Some providers (e.g., Google, Wix) are based outside the UK/EEA or use global infrastructure. Where data is transferred internationally, we rely on UK adequacy regulations (where available) or standard contractual clauses/appropriate safeguards. You can contact us for details relevant to your case.

8) Your rights

Under UK data protection law, you can:

  • Access your personal data and get a copy;

  • Correct inaccurate data;

  • Erase data in certain circumstances;

  • Restrict or object to processing in certain circumstances (including objecting to processing based on legitimate interests);

  • Portability: receive data you provided to us in a machine-readable format (where legally applicable);

  • Withdraw consent at any time for analytics cookies (this won’t affect past lawful processing).

To exercise your rights, contact us at theermineexchange@alivechurch.org.uk or write to the address above. We may need to verify your identity. We aim to respond within one month.

9) Complaints

If you’re unhappy with how we handle your data, please contact us first so we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk, tel. 0303 123 1113.

10) Security

We use HTTPS, platform-level security, and access controls to protect the Website. However, no internet service can be 100% secure. If we become aware of a personal data breach that risks your rights and freedoms, we will act in line with our legal obligations.

11) Changes to this notice

We may update this policy from time to time. The “Last updated” date will change and the new version takes effect when posted.

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