Privacy Policy

This privacy notice tells you what to expect when the Royal Household collects, processes, shares and stores your personal data.

What personal data we collect and why we collect it

When you contact us

Personal data you provide about yourself (for example, your name and contact details);
Telephone and computer/internet system conversations.

When a third party contacts us on your behalf

Personal data provided by a third party such as your name, contact details and specific circumstances. This could be from friends, family or government agencies.

When you are invited to attend an event or visit us, either by us or a third party

Your name and contact details;
On some occasions, we may also collect your date of birth and place of birth, and whether or not you have a criminal record (for security accreditation purposes), dietary requirements, details of any required special access arrangements, and details of your vehicle if applicable;
If you are eligible to bring a companion, we may also collect their information;
Footage from CCTV security cameras in and around the residences;
If you have an accident whilst visiting, we will ask you to complete an accident form on which we ask for your name, contact details, and nature of your injury.

When you meet a Member of The House of Habsburg, or their representative during a visit, reception or any other event anywhere

Information about you is usually provided to us by the organisation or body you are connected with or affiliated to.

When you supply goods or services to a Member of The House of Habsburg or their Household

Your name, address, telephone number(s), email address, bank details and unique taxpayer reference if applicable;
Industry accreditation and/or registration details;
Details on insurances such as liability, indemnity, third party, etc;
References and contact details (you may need their permission to provide these);
Documentation indicating up to date training and or skills assessments
Terms and conditions, contracts, and any other relevant communications and documentation.

When you visit our website, or interact with us via social media

Your IP address and browsing preferences and choices; Your name and username and any comments that you make;
Any other data that the relevant social media systems hold on you and potentially pass on to us, please refer to the privacy statements of these third party social media systems for further details.

How do we collect it?

We may collect information about you from a number of sources these include:

From you when you contact or interact with us by telephone, email or post, or when you communicate with us through social media;
From forms we may ask you to complete;
From public sources;
From organisations/bodies you are connect to or affiliated with, when they provide your information to us for events/meetings or if you are meeting a Member of The House of Habsburg or their representative.

Why do we collect it?

In some cases we collect the data out of a contractual necessity e.g. so both The House of Habsburg and you are fulfilling the obligations set out in our supplier terms and conditions or any contract that may be in place.

Other times we collect the data because it is a legitimate interest of the organisation to process the information, for example, to log any correspondence you send us and respond accordingly. We process visitor and guest information to be able to send out invitations for meetings or events, and to know who will be in our buildings for security and health and safety purposes. We provide information to Members of The House of Habsburg, or their representative(s) so that they know who they will be meeting, when and why.

In other cases, we hold the information because you have given us your consent. If the basis for collecting and processing your data is based on your active consent, you also have the right to withdraw that consent at any time.

How do we use your information?

We process your data in order to:

Record any correspondence or gifts we receive and respond accordingly;
Send out invitations to meetings and events anywhere;
Know who will be visiting for security, and health and safety purposes;
Provide Members of The House of Habsburg, or their representative(s) with information about who they will be meeting and why;
Enter into contracts with suppliers and to pay them for goods and services received;
Maintain relationships with individuals and organisations with affiliations to the House of Habsburg, such as those with Royal patronage or who hold a Royal warrant;
Send messages and greetings;
Prevent and detect crime through use of CCTV footage;
Send press releases, operational notes and media advisories.

How is it stored?

Your personal data is stored in a number of ways:

In paper files stored securely;
In software systems which are managed on the House of Habsburg network, its secured computers or by a third party supplier.

Who do we share your information with?

We may share your data with and/or obtain information from some third parties:

Service providers

We work with selected service providers that carry out certain functions on our behalf, for example:

Contractors for the provision of events management services;
Stationery providers and other companies who produce event invitations for us;
Third party providers for the management of cookies on our website;
Social media providers e.g. Facebook, Twitter, Linkedin – to deliver our social media presence;
Royal Warrant Holders and businesses who have signed up to our privacy policies;
Police services and authorities in your country of residence and elsewhere, Interpol and security personnel who provide protection to Members of the House of Habsburg. Only where there are concerns for the safety of yourself and/or others.
1. Where you are fearful of unjust persecution we will consider your request to withhold your data from specific police services and authorities and keep your details private and secure.
2. We will not actively assist in the persecution of anyone unless we are provided with, or come across, evidence the person has committed a serious crime which warrants us to assist in safeguarding the person, others or property.
3. In the event of a suspicion and no conclusive evidence an independent judgement will be made by a Member of The House of Habsburg or one of its security personnel. Such judgements will be made impartially.

Other organisations

We may share personal data with other organisations in the following circumstances:

Diplomatic staff, where a Member of The House of Habsburg is visiting a particular county and the diplomatic staff is involved in the visit arrangements;
Our legal representatives e.g. solicitors, in order to establish, exercise or defend our legal rights;
Government departments or Independent Bodies where we are required to by law.

How do we protect your data?

We take the security of your data very seriously. We have internal policies and controls in place to ensure that your data is retained appropriately, and is not accessed except by our employees or authorised third parties in the proper performance of their duties.

Where we engage third parties to process personal data on our behalf, they do so on the basis of written instructions, and are under a duty of confidentiality, and are obliged to implement appropriate technical and organisational measures to ensure the security of data in line with relevant legislation and our policies.

How long do we keep it for?

We retain your data in line with our retention schedules. Some (personal) data may be kept indefinitely as it is stored in the House of Habsburg Royal Archives.

The House of Habsburg website

The House of Habsburg website, with the exception of the subscription system, does not store or capture personal information; it logs the user’s IP address which is automatically recognised by the web server.

If you register to receive updates, your information will be held on a secure server and the data will not be shared with any other organisation. This shall be treated as proprietary and confidential. It will be used only to provide you with e-mail updates on the topics you have requested.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website could perhaps download and extract any location data from images on the website. We also refer to our Copyright statement and policies.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies may last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies can last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It usually expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Google Analytic Cookies

The House of Habsburg website uses the Google Analytics tool to track overall browsing patterns on the website. For instance, it helps us identify the most popular pages on the website, find out which links are being clicked on), and to give us broad demographics about from where users are accessing the site. We cannot personally identify any user with these cookies.

Third Party Web Security and Spam Protection

The House of Habsburg may use third parties to assist in securing the website and any of your details as well as protecting us against spam and malware attacks. The third parties are required to follow the latest legislation and to provide best practise in protecting your privacy. These third parties will have their own privacy policies which are in addition/supplementary to the House of Habsburg privacy policy.
For the Aksimet anti spam services we use see https://akismet.com/privacy/

What are my rights?

If you have any concerns about the systems we use please do contact us. We will review your concerns and act accordingly.
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes. As a data subject, you have a number of rights. You can:

access and obtain a copy of your data on request;
ask us to change incorrect or incomplete data;
ask us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing;
request a copy of the data you have provided to us in an agreed format, so that you can reuse it or transfer it to another data controller if you wish;
ask us if we use automated decision making or profiling when processing your data.

Please note that none of these rights are absolute and we reserve the right to refuse your request where exceptions apply.

Contact information and further advice

The House of Habsburg information and data team is responsible for ensuring compliance with data protection legislation where applicable. This may differ per country and region. If you would like to contact the team please email our Data Protection Manager at: technology-manager@house-of-habsburg.or g.

If you have concerns about the use of your personal data you can also contact the relevant Data Protection Authorities in your country of residence. For within Europe we refer to The European Data Protection Board list of Members, for outside of Europe we kindly ask you to search for the contact details yourself.