The Museum of Wimbledon is committed to protecting your privacy and security.
Any questions regarding this Policy and our privacy practices should be sent by email to email@example.com or use the contact details given at the end.
The Museum of Wimbledon is a volunteer-run local museum, part of The Wimbledon Society a registered charity (number 1164261), and based at 22 Ridgway, Wimbledon SW19 4QN.
Your Personal Data
We collect “personal data”, which is information that identifies a living person, or which can be identified as relating to a living person.
When we talk about “you” or “your” in this policy we mean any living person whose personal data we collect.
We know that your personal data is precious to you. That is why we want to ensure that we treat the personal data we hold with care and respect. We are committed to protecting your privacy and security.
The Museum of Wimbledon’s activities are solely related to the successful running of the Museum and managing, developing and caring for its Collections. We collect your information to be able to carry out our role and activities effectively and to improve our services.
The Personal Data We Hold or May Hold
These are the main types of activity relating to our work and the promotion of the Museum which require recording personal data:
- Contacting those who have indicated that they wish to support us by email, by post or by phone
- Recruiting and keeping in contact with our volunteers without whom the Museum could not function
- Data collected in Visitor Surveys
- Contact details of those who buy items from our shop online or by post
- When entering into a contract with you
- Managing donations involving Gift Aid
- Dealing with enquiries by email, post, written messages or phone
- Details of those who visit to research and study the Collections
- Recording details of those contributing items to the Collections, required when a museum acquires any items for its collections, together with any related information concerning the stories, makers or creators, owners and use of these objects
- In items in the Collections themselves, such as oral history recordings and archives
- Managing the care and documentation of our Collections, including Intellectual Property Rights such as copyright
- Carrying out due diligence to meet our compliance duties (for example, before making any acquisition into our Collections, accepting financial support or making agreements for the supply of goods and services)
- Purchasing goods and services
- Recording future bequests
- Research and exhibitions
- Loan Agreements between other museums, individuals or organizations, whenever we lend or borrow objects
- When someone brings an object in for identification.
We will update your information whenever we get the opportunity in order to keep it current, accurate and complete.
How Much and For How Long?
- Personal data is any information that can be used to identify a living person, such as name, address, telephone number and email address
- We only collect sufficient information to be able to run our Museum well and to make records about objects held in our Collections or brought into the Museum
- Personal data contained in our Collections will be held in perpetuity so as to inform the research of future generations
- Sensitive personal data recorded in documents and items forming part of the Collections will be withheld from public access, stored securely but still be retained in our Collections. It will be handled according to safeguards in data protection legislation for archiving in the public interest
- We only hold personal data as long as is required for the purposes for which we collected it (e.g. we have a genuine and ‘legitimate interest’ and we are not harming your rights and interests). This depends on our legal obligations, the nature and type of information and the reason we collected it. For example, we have to retain records of any opt-out requests you have made
- We keep data on those who lend or give us items for the Collections for so long as the item remains in our Collections or is necessary for administration and for archival records.
We use a variety of physical and technical methods to protect your personal details. They are stored securely and are password protected for restricted access in any computer application.
We are required to deal in a proper manner with any data about a living individual, whether recorded electronically, on paper or on any other medium.
If you wish to receive communications from us by email, post or telephone, we will record your response and retain this record for as long as necessary.
Our policy is that your records will be permanently deleted if you let us know that you no longer wish to hear from us, unless the law requires us to do otherwise, and unless they form part of the archival records of an item in the Museum’s Collections.
We commit with this policy to:
- Comply with Data Protection legislation
- Be always honest and open and proactive in communicating with you how we intend to collect, keep, analyse and use your personal data
- Use your data only for the purposes described in this Policy
- To only retain your data as long as is required for the purposes we collected it
- To correct inaccuracies in the personal data we hold about you
- Delete your personal data, unless required to retain it by law or unless, for example, it is held in archival records and documents relating to items in our Collections, in the items themselves, or for the purpose of recording your options for being contacted or not
- Keep your data secure wherever it is stored, online, electronically or in a paper-format
- Never sell your data
- Never share your data with another company, organization or charity for marketing purposes or for any other reason, unless the law requires us to do so
- Train our volunteer staff in Data Protection
- Review and update our Privacy and Security Policy on a regular basis.
If you wish to make a Subject Access Request, a request for data that we hold about you, please contact firstname.lastname@example.org . We will respond to your request as soon as possible and send you a copy of the data we hold about you within one month.
Names and contact details of our representatives: Pamela Greenwood (Head of Collections) or Sarah Kirkham, 22 Ridgway, Wimbledon SW19 4QN, phone 020 8296 9914, email email@example.com
Date of Policy: 28 May 2018