1. Your personal data: the legal basis and what we collect
We will need to collect personal data in some cases to carry out a service with you; in other cases, we will tell you if providing personal data is optional.
We will ask for your consent to collect your personal information for the following:
• to send you fundraising mailings
• to carry out fundraising research on you
• to send you museum newsletters and information about events
• to include you in photography or filming taking place in the Museum
We will collect your personal information to perform a contract with you for the following services:
• supporter payments
• contract and supplier payments
• venue and event bookings
• online bookings and enquiries
• collections enquiries and research
We will collect your personal information to comply with a legal obligation, such as:
• ownership and provenance of the collections
• disposal and loan of collections
• requests made under data protection law or Freedom of Information
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
• Direct Debit bank details
• Gift Aid status
• online or in-store retail or café purchases
• employment information and professional activities
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’s collections, 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, eg, with HMRC or your bank.
3. How will we use the information about you?
We collect information about you in order to fulfil 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
If you consent we well send you information about activities and services of Cornwall’s Regimental Museum that may be of interest to you, by post, telephone or email. If you have consented to receive marketing and later change your mind, you may opt out at a later date by emailing email@example.com or using the contact details below.
Marketing communications may include:
• Details of other products, services or events related to the Museum, such as exhibitions, events, retail or café 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 Museum projects
• Surveys for market research purposes
• Responses to complaints, legal claims or other issues
There are some 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 would include Direct Debit confirmations, thank you and renewal letters, Member 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
• Research to help us understand our supporters, donors and potential donors
• To claim Gift Aid on your donations
To help us understand our visitors and donors we may combine information that you volunteer to us with information from publicly available resources to build a profile which will enable us to ensure that our communications are relevant to you, and to give us insight into your interest or capacity to support the Museum and in getting involved in our activities. Fundraising research is vital to our development activities to ensure that not only does the Museum continue to thrive for generations to come, but also to ensure that any fundraising requests are appropriate and justified.
You can choose to opt-out of being the subject of research, data cleansing or analysis simply by contacting us by email at firstname.lastname@example.org or using the contact details below to contact us by post or telephone.
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, or 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 and the incoming General Data Protection Regulations.
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
Cornwall’s Regimental Museum 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 incoming 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.
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. We use the following cookies:
Strictly necessary cookies.
These are cookies that are required for the operation of our website.
They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
7. CCTV and filming/photography by the Museum
CCTV is used extensively 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 Cornwall’s Regimental Museum is the Museum Director
You have a right at any time to stop us from contacting you for marketing or any other purpose.
Bodmin Keep: Cornwall’s Army Museum
Bodmin PL31 1EG
Tel: 01208 72810