Petersfield Museum and Art Gallery Privacy Policy

PETERSFIELD MUSEUM AND ART GALLERY PRIVACY POLICY

Your personal data – what is it?

“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address).  Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual (e.g. a list of staff may contain personnel ID numbers rather than names but if you use a separate list of the ID numbers which give the corresponding names to identify the staff in the first list then the first list will also be treated as personal data).  The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR) and other legislation relating to personal data and rights such as the Human Rights Act.

Who are we?

This Privacy Notice is provided to you by the Petersfield Museum and Art Gallery which is the data controller for your data.

The company will comply with the General Data Protection Regulation 2018. This says that the personal data we hold about you must be:

·                     Used lawfully, fairly and in a transparent way;

·                     Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;

·                     Relevant to the purposes we have told you about and limited only to those purposes;

·                     Accurate and kept up to date;

·                     Kept only as long as necessary for the purposes we have told you about;

·                     Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data from loss, misuse, unauthorised access and disclosure.

The company will process some or all of the following personal data where necessary to perform its tasks:

·                     Names, titles, and aliases, photographs;

·                     Contact details such as telephone numbers, addresses, and email addresses;

·                     Where they are relevant to the services provided by the company, or where you provide them to us, we may process information such as gender, age, marital status, nationality, education/work history, academic/professional qualifications, hobbies, family composition, and dependants;

·                     Where you pay for activities or services, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers.

 

We use your personal data for some or all of the following purposes:

·                     To deliver services including sending e-newsletters, forthcoming events, special events and bookings, Friend and Supporter subscriptions, volunteering, Gift Aid and donations, fundraising activities, Art Club, photography permissions, loans and object donations, Community Gallery hire, shop stock, research requests and enquiries.

·                     To understand your needs to provide the services that you request and to understand what we can do for you and inform you of other relevant services;

·                     To confirm your identity to provide some services;

·                     To contact you by post, email, telephone or using social media (e.g., Facebook, Twitter, WhatsApp);

·                     To help us to build up a picture of how we are performing;

·                     To enable us to meet all legal and statutory obligations and powers including any delegated functions;

·                     To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments and generally as necessary to protect individuals from harm or injury;

·                     To promote the interests of the country;

·                     To maintain our own accounts and records;

·                     To seek your views, opinions or comments;

·                     To notify you of changes to our facilities, services, events and staff;

·                     To send you communications which you have requested and that may be of interest to you. These may include information about new projects or initiatives;

·                     To allow the statistical analysis of data so we can plan the provision of services.

 

Our processing may also include the use of CCTV systems for the prevention and prosecution of crime.

How we use sensitive personal data  

·                     We may process sensitive personal data including, as appropriate:

­         in order to comply with legal requirements and obligations to third parties.

·                     These types of data are described in the GDPR as “Special categories of data” and require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal data.

·                     We may process special categories of personal data in the following circumstances:

­         In limited circumstances, with your explicit written consent.

­         Where we need to carry out our legal obligations.

­         Where it is needed in the public interest.

·                     Less commonly, we may process this type of personal data where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.

Do we need your consent to process your sensitive personal data?

·                     In limited circumstances, we may approach you for your written consent to allow us to process certain sensitive personal data.  If we do so, we will provide you with full details of the personal data that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.

What is the legal basis for processing your personal data?

The company has certain powers and obligations.  Most of your personal data is processed for compliance with a legal obligation which includes the discharge of the company’s statutory functions and powers.  We will always take into account your interests and rights.  This Privacy Notice sets out your rights and the company’s obligations to you.

We may process personal data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. 

Sometimes the use of your personal data requires your consent. We will first obtain your consent to that use.

Sharing your personal data

This section provides information about the third parties with whom the company may share your personal data.  These third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data. It is likely that we will need to share your data with some or all of the following (but only where necessary):

·                     The data controllers listed below under the heading “Other data controllers the company works with”;

·                     Our agents, suppliers and contractors. For example, we may ask a commercial provider to publish or distribute newsletters on our behalf, or to maintain our database software;

·                     On occasion, other companies with which we are carrying out joint ventures.

Other data controllers the company works with:

We do not sell personal details to third parties for any purpose. However, we may need to share your personal data we hold with other data controllers so that they can carry out their responsibilities to the company. 

These may include Mailchimp, DigiTickets, Advanova, Xero, WorldPay, Survey Monkey, C&F Bright Computer Solutions, Oyster Marketing and Design (website developer) social media platforms such as Facebook, Instagram, Tick Tock, LinkedIn and Twitter, Google, Google Analytics, our mailing house, funders such as the National Lottery Heritage Fund (anonymised data) and museum industry bodies (aggregated data).  

If we and the other data controllers listed above are processing your data jointly for the same purposes, then the company and the other data controllers may be “joint data controllers” which mean we are all collectively responsible to you for your data. Where each of the parties listed above are processing your data for their own independent purposes then each of us will be independently responsible to you and if you have any questions, wish to exercise any of your rights (see below) or wish to raise a complaint, you should do so directly to the relevant data controller.

A description of what personal data the company processes and for what purposes is set out in this Privacy Notice. 

How long do we keep your personal data?

We will keep some records permanently if we are legally required to do so.  We may keep some other records for an extended period of time. For example, it is currently best practice to keep financial records for a minimum period of 8 years to support HMRC audits or provide tax information.  We may have legal obligations to retain some data in connection with our statutory obligations.  The company is permitted to retain data in order to defend or pursue claims.  In some cases the law imposes a time limit for such claims (for example 3 years for personal injury claims or 6 years for contract claims).  We will retain some personal data for this purpose as long as we believe it is necessary to be able to defend or pursue a claim.  In general, we will endeavour to keep data only for as long as we need it.  This means that we will delete it when it is no longer needed.

Your rights and your personal data 

You have the following rights with respect to your personal data:

When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security.  In such cases we will need you to respond with proof of your identity before you can exercise these rights.

1)             The right to access personal data we hold on you

·                     At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from.  Once we have received your request we will respond within 30 days.

·                     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.

2)             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.

3)             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 erase the personal data we hold.

·                     When we receive your request we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it for to comply with a legal obligation).

4)             The right to object to 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. Upon receiving the request we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data.

5)             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 30 days of receiving your request.

6)             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 telephone, email, or by post (see Contact Details below).

7)             The right to lodge a complaint with the Information Commissioner’s Office

·                     You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Transfer of Data Abroad

Any personal data transferred to countries or territories outside the European Economic Area (“EEA”) will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.  Where and whenever necessary, we will seek your prior consent to the new processing.

Changes to this notice

We keep this Privacy Notice under regular review and we will place any updates on this web page www.petersfieldmuseum.co.uk  This Notice was last updated in November 2023.

Contact Details

Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:

The Data Controller, Petersfield Museum and Art Gallery Ltd

Email:    business@petersfieldmuseum.co.uk          

Telephone:  01730 262601

 

 

DigiTickets Privacy Policy

Who we are

In this privacy policy references to "we", "us" and "our" are to Petersfield Museum and Art Gallery. References to "our Website" or "the Website" are to petersfieldmuseum.digitickets.co.uk.

Information collected and its use

The information we collect via the Website may include:

1. Any personal details you knowingly provide us with through forms and our email, such as name, address, telephone number etc.
2. In order to effectively process credit or debit card transactions it may be necessary for the bank or card processing agency to verify your personal details for authorisation outside the European Economic Area (EEA). Such information will not be transferred out of the EEA for any other purpose.
3. Your preferences and use of email updates, recorded by emails we send you (if you select to receive email updates on products and offers).
4. Your IP Address, this is a string of numbers unique to your computer that is recorded by our web server when you request any page or component on the Website. This information is used to monitor your usage of the Website.
5. Information about your device such as your web browser, screen resolution and operating system. This information is used to ensure we continue to support the different devices used by our customers.
6. Data recorded by the Website which allows us to recognise you and your preferred settings, this saves you from re-entering information on return visits to the site. Such data is recorded locally on your computer through the use of cookies. Most browsers can be programmed to reject, or warn you before downloading cookies, information regarding this may be found in your browsers 'help' facility.

We do not store any credit card details.

What we do with your information

Any personal information we collect from this website will be used in accordance with the Data Protection Act 1998 and other applicable laws. The details we collect will be used:

1. To process your order, to provide after sales service (we may pass your details to another organisation to supply/deliver products or services you have purchased and/or to provide after-sales service);
2. In certain cases we may use your email address to send you information on our other products and services. In such a case you will be offered the option to opt in/out before completing your purchase.

We may need to pass the information we collect to other companies for administrative purposes. We may use third parties to carry out certain activities, such as processing and sorting data, monitoring how customers use the Website and issuing our e-mails for us. Third parties will not be allowed to use your personal information for their own purposes.

Cookie Policy

Like many websites we use cookies to store and then retrieve small bits of information on your computer when you visit. This information is used to make the site work as you expect it to. It is not personally identifiable to you, but it can be used to give you a more personalised web experience.

Some of the information stored is put there by other companies whose software we have added to the site, and this can also impact your experience of other websites you may visit after leaving ours.

If you continue to use this site without taking action to prevent the storage of this information, you are effectively agreeing to this use.

If you want to learn more about the general uses of cookies, including how to stop them being stored by your computer, please visit Cookiepedia - all about cookies.

Below is a list of the different types of cookies used on this site, and an explanation of what they are used for. If you would like any more information, please get in touch.

Cookie	Name	Expiration Time	Purpose
Shopping Basket	PHPSESSID	24 minutes	This cookie is used to keep track of what items are in a user's shopping basket.
Cookie Consent	dtAnalyticsConsent	1 year	This cookie is used to monitor the users consent for analytical cookies on our site. No user data is collected without this being enabled.
Google Analytics	_ga _ga_container-id	2 years	These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. Read Google's overview of privacy and safeguarding data
	_gid	24 hours
	_gat_tracker-name	1 minute
Microsoft Clarity	_clck	1 year	These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site and how they interact with the website. Read Microsoft Clarity's Cookie Overview and Data Retention Policy.
	_clsk	1 year
	CLID	1 year
	ANONCHK	1 year
	MR	1 year
	MUID	1 year
	SM	1 year
New Relic	__cfduid	1 year	This cookie is used to collect information about visitor's experience of the site in terms of performance. This helps us to monitor that our systems are working quickly and effectively, and to identify any problematic areas. Visit the New Relic website

Your Rights

You have the right to request a copy of any information that we currently hold about you. In order to receive such information please send your contact details including address to the following address:
Petersfield Museum and Art Gallery
13 Dragon Street, Petersfield
GU31 4JN

Other websites

This privacy policy only covers this website. Any other websites which may be linked to by our website are subject to their own policy, which may differ from ours.