Exbury Gardens & Steam Railway Privacy Policy

As data processors and data collectors we are committed to meeting our obligations under the General Data Protection Regulation 2018 and the Privacy and Electronic Communications Regulation 2003.

Our intent is
- Not to share any of your personal data with anyone else to use for their purposes
- Not to sell your personal data on to a third party
- To only collect from you the data we need to deliver the best possible service
- To make it clear and easy for you to decide how you would like to receive communications from us
- Only to hold your data for as long as is necessary
- To keep reviewing the way we collect and store your data to ensure its security
- To ensure that any third parties involved in handing data meet their obligations under the General Data Protection Regulation 2018 and the Privacy and Electronic Communications Regulation 2003

We are registered on the ICO Data Protection register as:

Exbury Gardens Ltd
The Estate Office
SO45 1AZ
Registered charity No. 801349
ICO No. ZA205015

What personal data do we collect:

We only collect personal data in order to provide our supporters with the best possible service and experience.

Information you may provide to us:
- Title and full name
- Associated organisation
- Date of birth
- Email address
- Postal address

- Telephone number
- Credit or debit card details
- Date of visit
- Personal opinion through suggestions and enquiries
- Number of times you have visited
- Employment/volunteer applications and employment history

Information that we may collect from you:

- IP address
- Computer operating system on your computer
- Browser used for access
- Traffic patterns
- Address of any referring website

If you contact us to make a group booking we will store details of the organization and your name will be stored with that information.

Who has access to your personal data:

Your information will be accessible to specific members of staff responsible for providing appropriate service and administration. They will always act within the boundaries of this Data Protection Policy, the General Data Protection Regulation 2018 and the Privacy and Electronic Communications Regulation 2003.
Sometimes we use third parties to store and help us process our data. We only share data with companies who work in accordance with the General Data Protection Regulation 2018 and the Privacy and Electronic Communications Regulation. Their compliance is part of our contractual agreement with them

The third companies we use are.
Merlinsoft Ltd
Mail Chimp
World Pay
Net Primates

We will share your personal data when required to do so by law.

How we protect your Data:

We will do all that we can to keep your data secure.

We use up to date and appropriate physical and electronic security measures to protect against loss, misuse or alteration of data. This includes data encryption.

We will dispose of your data securely.

Marketing and communications:

We are keen to keep all of our supporters up to date with information regarding the gardens such as events held in the gardens, closures due to extreme weather conditions, changes in our catering facilities, our monthly newsletter and Friends of Exbury memberships.

We do this via email, Facebook, Instagram and for our Friends of Exbury memberships by post and telephone.

We will not contact you by phone for marketing purposes. We will only ever contact you by phone if you have asked for certain information, to discuss a new membership you have recently purchased or to report a lost or stolen card.

We will only contact you by email if you have subscribed to our newsletter through our website, if you have given us your email address, or you have made direct contact with us by email.

We will only contact you by post if you have requested we send you information that way.

We will not use your personal data for profiling.


Exbury Gardens may provide links on the website which direct you to third party websites. We have no control over the content of other sites, nor the usage of the information they gather.

Use of cookies We use a session cookie to identify your browser session as you move between pages on the website and perform activities. The cookie is named c2exbury_2t7dpjgaj31 and will last for 3 months. The session cookie provides the ability for you to log on to our website using your unique user name (or e-mail address) and password. The website cookie allows our website to recognise your browser on a repeat visit. This helps us to improve your visit to the website and can prevent you from having to input the same data several times.

By analysing how our website is being used in general, we can improve the website experience for future visitors. Should you experience any problems in using our website, our website developers may be able to use this information to track down your specific “user journey” and investigate and fix any issues that might arise. The data itself is not stored in your cookie but on the server(s) operating the website. Each page on our website is generated by a sophisticated Content Management System (CMS). This system provides a number of interactive features where your experience may be tailored according to your past activity on the website. The session cookie provides the means to remember your log on state and hence your discussion forum preferences, such as your nickname and the date of your last post. The session cookie provides the means for you to take part in votes (or polls) on the website. The session cookie provides the means to remember that you have submitted a form so that you are not asked to re-submit it.

The session cookie provides the means to remember which files you have requested to be sent to you by email and the date and time at which such requests were made. The session cookie provides the means to remember if you have liked our Facebook page. As we improve our website over time, similar and more advanced features may be added that also require a session cookie to operate.

Google Analytics: 

The Exbury Gardens website uses cookies to allow Google Analytics to function correctly.

Google Analytics is a free web analytics tools that helps us understand how visitors engage with the Exbury Gardens website. These cookies have names that begin with __utm such as __utma and __utmz.

Google Analytics collects information anonymously; it reports website trends without identifying individual visitors. The cookies store information such as the number of visits to the website and what site referred the visitor to the web page. We use the information to view reports about how visitors interact with the website and to help us improve the website. A different set of cookies is used for each website, and visitors are not tracked across multiple sites. Information about these cookies and how to reject or delete them: http://www.google.co.uk/intl/en/analytics/privacyoverview.html and http://www.google.com/intl/en/policies/privacy/ads/#toc-analytics

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout 

Google’s privacy policy: http://www.google.com/intl/en/privacypolicy.html 

How to control and delete cookies: 

You may restrict or block the cookies which are set by the Exbury Gardens website, or any other website, through your browser settings. To find out more about cookies and how to manage them, visit www.aboutcookies.org  

Please be aware that restricting cookies may impact on the functionality of the Exbury Gardens website.

Local Shared Objects (Flash Cookies): 

The Exbury Gardens website uses Adobe Flash Player to provide video content. Local Shared Objects (commonly known as Flash Cookies) may be used to improve user experience, for example to save your playback preferences.

Flash Cookies are similar to cookies, however they are managed differently.

How to disable Flash Cookies:

Information on how to disable and delete Flash Cookies is provided on the Adobe website at http://www.adobe.com/products/flashplayer/security 

Your experience of the Exbury Gardens website may be affected if you restrict the use of Flash Cookies.

Public WIFI: 

We provide a free wifi facility to the public whilst on site. You will be asked to agree with their terms and conditions and their privacy policy before you use the service.

Updating your marketing preferences:

You may withdraw your consent for us to email you our newsletter at any time by emailing us at info@exbury.co.uk  

Friends of Exbury may withdraw their consent for us to email them invitations to Friends of Exbury events at any time by emailing us at info@exbury.co.uk 

You are welcome to update your contact details at any time by emailing us at info@exbury.co.uk 

You are able to unsubscribe you our newsletter at any time by clicking the unsubscribe link at the bottom of the page.

Subject access request:

You have the right to request access to all of the information we hold on you. We ask that you do this in writing and that you provide us with proof of identity. We will accept the following forms of identity.

Full birth certificate
Driving licence

We will reply to you within 28 days of receipt of your request. Should we require further information we shall inform you in writing. We will then reply to your request within 28 days of receipt of all the necessary documentation.

We may, on occasion, have to refuse or make a charge for a request. If this is the case we will write to you within 28 days of receipt of your request to explain our decision.

May 2018

Edit Your Marketing Channel Options

How this information is used

  • Your data will not be shared with third parties
  • You will only be contacted via the channels you have opted in to
  • Your data will only be stored for these purposes
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Enabling Analytical Cookies provides information that helps us to improve the website
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Book Now

Exbury Gardens is open 10am-5.30pm,  9th March - 3rd November 2024