Your privacy is important to us. This Policy explains how we collect, store and use personal data in person and online and your rights under the new General Data Protection Regulations (GDPR) which come into effect on 25 May 2018. GDPR is a European Union regulation that replaces the Data Protection Act 1998.
- Who we are
- The information we may collect
- How we may use that information
- How we maintain our records
- Our legal basis for processing the data
- Your rights to access the data we collect about you
- Changes to this Policy
- How to get in touch
Who we are
The Holburne Museum is a regional museum and gallery in Bath UK, accredited under Arts Council England’s Museum Accreditation Scheme; a scheme which sets an agreed national standard for museums in the UK. The Holburne Museum is a registered charity no. 310288, governed by a Board of Trustees and managed by a team of experienced arts administrators.
The information we may collect
The Holburne Museum, Trustees and staff are committed to protecting your privacy. There are a number of instances when you may provide us with personal data when visiting or interacting with the Museum. This includes purchasing a ticket, buying something from our shop, joining as a member or volunteer, making a donation, attending or participating in an event or signing up to a mailing list.
Such personal information might include (but is not limited to):
- your name
- your postal address
- your contact telephone number
- your email address, social media account details
- your order details and transaction history
- your computer I.P. address
- your gift aid status
- your banking details (these are never stored and are safely disposed of)
- your enquiry or feedback
We will also ask for your communication preferences to let us know what information you would like to hear from us, how and when.
In some instances, other data may include:
- A record of your transaction or payment history.
- A record of your donation history and correspondence with us.
- Images, photographs or video if you take part in an event where this is a photographer. Additional signage requesting media permission will also be present.
- Information on publicly available sources.
How we may use that information
We will keep information which identifies you only if you sign up to our mailing list, make a donation, purchase a ticket to or participate in an event, make a venue hire booking, or if you work with the Holburne in a paid or voluntary capacity. Such personal information could include:
We process your personal information for:
- Administration of donations and other fundraising activities, including processing Gift Aid and keeping a record of your relationship with us.
- Ticketing and events.
- Administration of our Volunteer programme.
- Administration of Venue Hire and other event bookings.
- Research and statistical analysis (collected anonymously). This enables us to assess our website’s effectiveness and to continually improve its content. Such information cannot and does not personally identify individual visitors to our site, and therefore does not compromise any individual’s privacy.
- Delivery of our Learning Programme of activities; namely for Disclosure and Barring Service (DBS) checks, consent and booking forms, administration of our programmes and photo permissions.
- Purpose of internal record keeping relating to any feedback or complaints.
- Contacting you in the way you have requested through consent.
- Understanding how we can improve our services, products or information.
- Where it is required or authorised by law.
- Contacting you where you have been identified as a contact person for a partner organisation, as their representative.
- Carrying out our obligations arising from any contracts entered into by you and us.
- Processing financial payments and invoices.
- Processing job applications and employment records.
And, only with your prior consent, for:
- Requests to support the Holburne through fundraising or volunteering.
- Marketing and communications about the Holburne’s activities, projects and services.
When we run activities in partnership with other organisations we will only share your data with them if you have given us permission and ‘opted in’ for us to do so.
We work with a number of trusted data processors who help us to manage, improve, safely store and use data and to enable us to deliver the Museum’s services. This includes the University of Bath and SAGE (for I.T and Financial Services), Databox and Donor Strategy (CRM systems for Front of House and Fundraising), Mailchimp, Campaign Monitor (Marketing and Communications) and Secure Hosting (online payment provider). We may also share information that’s aggregated and anonymised in a way that it doesn’t directly identify you.
Marketing and Newsletters:
- Our e-newsletters provide information and news relating to the whole life of the Holburne Museum, and this includes general news on our exhibitions and collection, upcoming events, fundraising news and our learning programme.
- We will not pass on our subscriber details to any third parties. We will send you our newsletters only if you ‘opt in’ to receive them and you are able to unsubscribe at any time.
How we store and maintain data
Personal information and data is held in a number of different formats; in secure databases, electronically, in paper records, video (CCTV) and photographs. We store information in locked hard-copy and e-files.
We will retain your information for the period necessary to fulfil the Purposes outlined in this Policy and as otherwise needed to comply with applicable law and internal company policies.
What is our legal basis for processing personal information?
Data protection law in Europe requires a ‘lawful basis’ for collecting and retaining personal information. Our lawful bases include:
- Contractual: Performing a contract we have with you: In certain circumstances, we need your personal data to comply with our contractual obligation to deliver the Museum’s services.
- Legal compliance: Sometimes the law says we need to collect and use your data. For example, tax laws require us to retain records of pledges and payments made through our services.
- Legitimate interest: This is a technical term in data protection law which means that we have a good and fair reason to use your data and we do so in ways which do not hurt your interests, freedom or rights. For example, as recent supporter of the Holburne we may contact you about further ways of supporting the Museum.
- Vital interest: In some cases (HR, Learning department, Volunteers programme) we store data which is necessary for us to protect and care for those we are working with.
- Consent: When you provide consent for us to use your data for a specific purpose e.g. adding you to our mailing list.
Who do we share your information with and why?
We do not share or sell your personal information for other organisations to use for their own purposes.
As explained above, we do work with a number of trusted third party data processors who help us to manage, improve, safely store and use data and to enable us to deliver the Museum’s services.
What are your rights?
You have the right to access, rectify, erase and place restrictions on your data. You also have the right to withdraw consent to using your data. To do this, please get in touch using the details at the bottom of this policy.
The GDPR provides the following rights to you as an individual:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling.
For more information on these rights under the Information Commission’s Office (ICO), please see here.
Data Protection Authority
Subject to applicable law, if you are a citizen or resident of the European Economic Area, you also have the right to object to the Holburne’s use of your personal information and/or lodge a complaint with your local data protection authority or the United Kingdom ICO:
United Kingdom Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire
SK9 5AF, United Kingdom
+0303 123 1113
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Changes to this Policy
We may amend or update this policy from time to time, and these will apply once published. We encourage you to check back regularly and review any updates.
How to get in touch
If you would like to make changes to your contact preferences, remove yourself from a mailing list, withdraw consent, or simply ask a question, please get in touch with us:
01225 388 588