Godalming Museum Trust’s Privacy Notice

Who are we?

Godalming Museum Trust
odalming Museum
109a High Street

Email: museum.curator@godalming-tc.gov.uk

Phone: 01483 426 510

We are registered as a charity and our registration number is 292155


Why do we collect information?

We collect the information we need to operate, support and publicise Godalming Museum and information of historical interest for the museum collection.

Before we ask you for personal information we will consider whether we really need it and will collect the minimum necessary.

We collect information about:-

- Members and supporters of Godalming Museum Trust
- Godalming Museum visitors and service users
- Volunteers, contractors and Godalming Town Council staff working at Godalming Museum
- People donating items, including memories and other information, to the museum collection
- People who feature in archives or other records donated to the museum collection (for instance records of the activities of community groups)

When we collect the information we will explain why we are asking for it and how it will be used, and we will seek your consent for processing it.

We may also use the information we collect to check that that the data we hold about you are accurate and up to date.

In the unlikely event of a data breach we will use the contact information we hold for you to inform you of what has happened.

You can opt out of any / all of our communications at any point simply by contacting the Curator at the museum in writing using the address above.


What information do we collect from you?

Personal data we collect may include:-

- Your name and title
- Postal address, email address and phone number
- Details of correspondence sent to you or received from you
- Other information provided by you at the request of Godalming Museum Trust

If you are a Friend or a supporter of Godalming Museum we may also need to collect from you information relating to collection of subscriptions and donations including Gift Aid.

If you work at the museum or apply to work here as a volunteer, contractor or member of staff we may also collect:-

- References and information about your education, employment and interests
- Family and spouse/partner details
- Any information about your health which you want us to know
- In a few cases, DBS checks


How long will we keep hold of your data?

We will delete your personal data when it is no longer needed. In most cases this is when the service has been delivered or the relationship between you and the museum ends. For example:-

- Records of ticket sales are deleted when an event is over and all payments have been collected
- Contact details are deleted when a volunteer leaves

Reasons why we might keep data for longer periods include:-

- When we are required by law to store your information for a set period (for example Gift Aid declarations or accident reports). This information is stored securely and is not used or accessed except as the law requires. It is not updated.
- When we retain information for the historical record or as proof of ownership of an item in the museum collection (for example information provided by the donor of an object in the collection). This information is stored securely. It may be accessed by museum staff and volunteers working on the collection. It will not be updated. It will not be used to contact you unless you have asked us to do this (for example if you have asked that we contact you for permission to copy a photograph you have donated)

We will explain to you when we collect your information how long we will keep it for.

We will always consider the security of your personal data and will:-

- Restrict access to the personal data to those who need to use the information for the purposes to which you have agreed
- Maintain the security of our premises
- Use an IT provider with high security standards

All museum staff and volunteers are legally obliged to respect your privacy.


Will we share your data?

We will never sell your data and we will never share it with another company or charity for marketing purposes.

We will only share data:-

- If we are required to by law to do so
- If you have given us specific permission to do so for a particular reason
- With organisations working with Godalming Museum Trust to deliver Godalming Museum services. This would include Godalming Town Council and its IT contractors. These organisations will not use your data but may have access to it as part of managing it and keeping it safe. They are required to treat your data as carefully as we do.


How can I access the information you hold about me?

You can ask us if we are keeping any personal data about you and you can also ask for a copy of that personal data. This is called a Subject Access Request.

To make a Subject Access Request you will need to provide proof of identity such as a copy of your passport, birth certificate or driving licence. Once we have received your Subject Access Request and proof of identity, you will receive a response from us within one month and you will be able to get copies of any information we hold on you. We will not charge you for this.

At any time you may request that we correct or delete your personal information by contacting the Curator in writing at the above address.

You have the right to lodge a complaint with the Information Commissioner whom you can contact at https://ico.org.uk/concerns/


Changes to our privacy notice

We regularly review our privacy notice and may make changes from time to time. Any changes will be posted to the relevant page on the Godalming Museum website and will apply from the time we post them. You can also see Godalming Museum Trust’s current privacy notice at the museum. We will send you a copy by post if you ask