Godalming Museum Trust’s Privacy Notice


Who are we?

Godalming Museum Trust
Godalming 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

Godalming Museum Trust runs Godalming Museum in partnership with Godalming Town Council. The Trust abides by Town Council policy and procedures for collecting and processing information, which you can see on the Godalming Town Council website www.godalming-tc.gov.uk/data-protection. This Privacy Notice will give you more detailed information about the data which is collected and processed by Godalming Museum Trust.

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.

Some of this information is personal data. Personal data is any information about a living individual which allows them to be identified from that data (for example a name, photograph, video, email address or address)

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

We collect and process personal data 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)


We may also use CCTV for the prevention and prosecution of crime

When we collect personal data from you 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 is 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 email or postaladdress above.

What information do we collect from you?

Personal data we collect may include

- Your name and title
- Contact details such as postal address, email address and phone number
- Details of correspondence sent to you or received from you
- CCTV footage
- 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 archive information for the historical record. This information is collected and processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes. The personal data we collect in this way will not be used for other purposes. In processing it we will take care that it does not cause substantial distress or substantialdamage to living persons. The purpose of archiving is to maintain this information for use over the very long-term, when the potential for impact on individuals is low or non-existent.

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
- 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 includes Godalming Town Council and its IT contractors. These organisations will not use your data for any purpose other than that for which it was collected. They are required to treat your data as carefully as we do

How can I access the information you hold about me?

You have the following rights with respect to your personal data

You may need to provide proof of identity such as a copy of your passport, birth certificate or driving licence before we can process your request

- The right to access the personal data we hold on you.
At any point you can contact us to ask for a copy of the personal data we hold on you and to find out why we have that personal data, who has access to it and where it was obtained from. Once we have received your request and proof of identity, we will respond within one month
There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee.

- The right to correct and update the personal data we hold on you
If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated

- The right to have your personal data erased
If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we delete it
We will confirm whether the personal data has been deleted and if it has not been deleted we will tell you the reason why (for example because we need it to comply with a legal obligation or because it has been archived as part of the historical record)

- The right to object to the processing of your personal data or to restrict it to certain purposes only
You have the right to request that we stop processing your personal data or ask us to restrict processing. We will let you know if we are able to comply and if not why (for example because we have a legal obligation to process it or because it has been archived as part of the historical record).

- The right to data portability
You have the right to request that we transfer some of your data to another controller. We will comply with your request where it is feasible to do so, within one month of receiving your request and proof of identity.

- The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained
You can withdraw your consent easily by contacting the Curator in writing at the above email or postal address.

- The right to lodge a complaint with the Information Commissioner’s Office
You can contact the Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/ or by post at:
The Information Commissioner’s Office
Wycliffe House
Water Lane
Cheshire SK9 5AF


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 us to. Godalming Museum Trust’s privacy notice was last changed on 4 July 2018