At Whitchurch Museum and Archives, we collect and store your Personal Information as you use our websites and services. Personal Information is information that can identify you, such as your name, email or street address, or it may be information that could reasonably be linked back to you. This Privacy Statement describes our practices for collecting, storing and processing your Personal Information and the controls we provide you to manage it within our Services.
What Information Do We Collect From You?
For research enquiries to the Museum we collect a name and contact details in order to respond.
For object donations to the Museum we collect name, address and a phone number as part of the object entry receipt.
For enquiries regarding the use of the community cabinet we collect name, address and a phone number so as to arrange their use of the cabinet.
For items in the community cabinet we collect name, address and a phone number as part of the evidence of the Museum receiving the items and again on the receipt of the return of the items.
How do we use your personal information?
The information usage depends on why we have it, information from object entry receipts is used for the provenance and research of that item. Information from enquiries is used to relay any answers found back to the enquirer. Information relating to the community cabinet is used for the provenance of those items.
When Do We Share Your Information and Who are the Recipients?
We do not share your individual Personal Information with third-parties without your additional consent other than as described in this Privacy Statement. The circumstances described below explain when sharing might occur:
We may share your Personal Information if we believe it is reasonably necessary to:
Comply with valid legal process (e.g., subpoenas, warrants);
Protect the rights, property, or safety, of Whitchurch Museum and Archives, our employees or users.
If the museum is acquired or transferred, we will share your Personal Information with the acquiring or receiving entity. The promises in this Privacy Statement will continue to apply to your Personal Information that is transferred to the new entity.
Your Choices and Access to Your Personal Information
Subject to certain exceptions, you have a right to request access to your Personal Information and to be provided with a copy of certain information you provided in a portable form, as well as to seek to update or correct this information by contacting us.
What are our data retention practices?
We keep the information regarding the donation of items as well as a copy of the entry receipt for as long as we hold the items.
For personal data relating to our volunteers we will delete the data after a year of no contact relating to volunteering between them and the group.
For enquiries to the museum the data will be held for 6 months from final correspondence.
For the community cabinet details will be kept for 1 year following the final correspondence.
We use an information security system designed to protect people’s Personal Information using administrative, physical, and technical safeguards. We have measures in place to protect against inappropriate access and misuse of the Personal Information under our control.
Changes to this Statement
We may modify this Privacy Statement at any time, but we will provide prominent advance notice of any material changes to this Statement, such as posting a notice through the Services, on our websites.
We will also notify you of non-material changes to this Statement as of their effective date by posting a notice on our websites. Your continued use of our Services after notice of non-material changes means that you consent to the updated Privacy Statement.
Legal basis under EU General Data Protection Regulation for processing personal information of EU residents
Where you have consented to data processing, your consent provides the legal basis to process your Personal Information. You have the right to withdraw consent at any time. Please note that your withdrawal of consent to collect and process your Personal Information will not affect the lawfulness of processing your Personal Information based on your consent before you withdrew your consent.
We may also process your Personal Information on the basis of contractual necessity to perform a contract we have with you. We may also process your Personal Information on the basis of our legitimate interests.
Where we rely on legitimate interests to process your Personal Information, you have the right to object to such processing. You can contact us, using the details below, to object to other forms of processing.
Identity and Contact Details of the Data Controller
Official correspondence must be sent via postal mail to:
Whitchurch Museum and Archives
12 St Mary’s Street