The Green Howards Trust operates The Green Howards Museum and is responsible for the preservation and maintenance of the regimental collection.
1. What information do we collect about you?
We collect information about you when you register with the museum to use our services, attend our events, make a purchase, join as a supporter, or make a financial donation or donation of an item for the museum’s collection. We also collect information when you voluntarily complete a survey, provide feedback, and participate in competitions and social media conversations.
Personal information we collect may include:
- Your name, title, gender and date of birth
- Postal and email addresses
- Phone numbers
- Family and spouse/partner details
- Relationships to other donors and/or Trustees
- Current interest and activities
We may also collect and hold information about contact you have with us as a visitor, customer or supporter of the museum. This may include details of:
- Ticket purchase and event registration/attendance
- Contact preferences
- Online or in store purchases
- Gift information, including Direct Debit bank details where applicable
- Gift Aid status
- Details of correspondence sent to you or received from you
- Employment information and professional activities
- Selected media coverage, where relevant
When we ask you to provide your personal information we will let you know why we are asking, and how we will use your data, and direct you towards this notice for more information.
2. Information regarding donations to the museum
We collect information about you when you make a gift to the museum collection, or indicate a future bequest.
This information is used to verify the provenance and copyright of the item and to provide an audit of ownership. This information will not normally be made publicly available; consent will be sought from the donor if an occasion arises in which the donor’s name is required to be linked to an item on display.We also collect information about you relating to any financial support you give the museum, and this may be shared for processing purposes, such as with HMRC or your bank.
3. How will we use the information about you?
We collect information about you in order to fulfill our public task and provide you with the service you have requested. Depending on your relationship with the museum, and the preferences you have indicated, data we hold may be used by us for the following purposes:
Marketing and communication
With your consent, we will send you information about museum activities and services which may be of interest to you, by post, telephone or email. If you have consented to receive marketing and later change your mind, you can opt out using the link which is included on all material generated electronically, or by contacting the museum.Marketing communications may include:
- Details of other products, services or events related to the museum, such as exhibitions, events or retail offers
- News and updates about the museum such as our marketing, learning or supporter e-newsletters
- Details of fundraising operations, including requests to consider giving financial support to specific museum projects
- Surveys for market research purposes
- Responses to complaints, legal claims or other issues
There are some membership and donation communications that we are required to send regardless of your contact preferences. These are essential communications, deemed necessary to fulfil our contractual obligations to you. This includes Direct Debit confirmations, thank you and renewal letters, Friends benefits, and queries regarding returned mail or bounced payments.
Your information may be used in the following ways:
- Data screening and cleaning to check if we have accurate contact details for you
- To claim Gift Aid on your donations via our till system, which are then provided to HMRC in order to claim
Who might we share your information with?
We will not sell your details to any third parties, nor disclose personal data to any third parties or external organisations, other than trusted data processors and service providers carrying out work on our behalf. Examples of data processors would be mailing houses, bulk email distribution services, and data cleaning organisations. We do comprehensive checks on any companies working on our behalf before we work with them, and put a contract in place that sets out our expectations and requirements; especially regarding how they manage the personal data they collect or have access to in line with the 1998 Data Protection Act.We will apply for your explicit and informed consent in the event that we require to share your data in any other way that is not covered in this policy.
4. How we keep your information secure
The Green Howards Trust has implemented security procedures and rules to protect the personal data under our control from unauthorised access, improper use or disclosure, or unauthorised modification. All employees and data processors are obliged to respect the confidentiality of the personal data of our visitors and supporters.
5. Access to your information and retention
You have the right to request a copy of the information that we hold about you: this is called a Subject Access Request. If you would like a copy of some or all of your information, please email or write to us at the address below.
We fully comply with the terms of the Data Protection Act (1998) and the General Data Protection Regulations (2018), and will respond to any requests to remove, change or provide any personal details you have given us under the terms of the Act and Regulations, including the right to be forgotten.
Your information will be retained within the museum’s secure systems for as long as you continue to engage with the Museum’s services and events.
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
For further information visit www.aboutcookies.org or www.allaboutcookies.org.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
7. CCTV and filming/photography by the museum
CCTV is used throughout the museum to monitor the activities of individuals. The museum abides by the CCTV Code of Practice in the management of information recorded and retained by surveillance equipment.
Filming and photography may take place within the museum during special events and other occasions, and visitors will be notified of this through the use of posters and verbal instructions.
Visitors will be asked to sign a consent form if they are to feature prominently in any recording made, and these consent forms will be retained according to the museum’s retention schedule in a secure environment.
8. Other websites
9. Data controllers and how to contact us
The designated Data Controller for The Green Howards Museum is:
- Green Howards Trust – Museum Director
By post: Green Howards Museum, Trinity Church Sq, Richmond, North Yorkshire, DL10 4QN. By telephone: 01748 826561 By email: [email protected]