Date: Issue 2 – April 2021
Name of museum: Biggin Hill Memorial Museum
Name of governing body: Biggin Hill Memorial Museum Trust
Date on which this policy was approved by governing body: April 2021
Date at which this policy is due for review: April 2023
Museum Statement of Purpose:
To advance the education of the public by maintaining St George’s chapel of remembrance, and establishing and maintaining an associated museum, exhibiting the story of World War 2 and the Battle of Britain. Also, to preserve, for the benefit of the nation, St George’s chapel of remembrance, in memory of those who served in the Royal Air Force in World War 2 and for historic interest.
Relationship to other relevant policies of the organisation:
The other policies that should be read in conjunction with this policy are:
- IT Security Policy
- Data Protection Policy
- Use of CCTV Policy
- Acceptable Internet and E-mail use
- Data Retention Guidelines
- The process for responding to requests on personal data held by BHMM.
Overview of the Policy
This Privacy Notice aims to give you information on how the Biggin Hill Memorial Museum Trust collects and processes your personal data, including any data you may provide to us when you interact with us in certain circumstances or correspond directly with us.
The Biggin Hill Memorial Museum Trust and Company is dependent on the generosity and support of its donors, employees, volunteers, supporters and visitors. Paramount to maintaining and building on this is that Biggin Hill Memorial Museum Trust and Company should conduct its business, at all times, in a manner which is fair and legal, and which preserves the public trust in the organisation. Biggin Hill Memorial Museum Trust and Company are committed to ensuring that personal data obtained by the organisation in the course of conducting its normal business is obtained fairly, lawfully and only used for the purposes specified.
Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the Data protection Act -2018 (also known as General Data Protection Regulation – GDPR”).
Who are we?
The Biggin Hill Memorial Museum Trust (BHMMT) is the data controller (contact details below). This means it is responsible for decides how your personal data it collects, and stores, is processed and for what purposes. The BHMMT Data Control Officer (DCO) is responsible for ensuring that this and other associated policies is complied with. The DCO is the Museum Director Katie Edwards and can be contacted via email@example.com.
How is your data collected?
We use different methods to collect data from and about you including through:
- Completing forms to become a member
- Corresponding with us by post, phone, email or otherwise
- Contact us directly through our website
- If you loan an object for display in the Museum
- Interact with us on social media
- When you apply for a job vacancy or to become a volunteer.
How do we process your personal data?
The BHMMT complies with its obligations under the Data Protection Act 2018 by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate processing and security measures are in place to protect personal data in this way.
We use your personal data for the following purposes:
- To process financial donations and gift-aid
- To record objects gifted or loaned to the museum
- To record object sponsorship
- To administer the museum membership/year pass records
- To inform you of news, events, activities and services run by the BHMMT
- To manage volunteer attendant and working party volunteers
- To maintain our own accounts and records.
Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the Museum management in order to carry out a service for you.
We will not share your data with any third party, except in the case of gift-aided donations, which will be shared with HMRC as required by law.
How long do we keep your personal data?
We keep your data as shown below:
- Gift-aid – As agreed in your gift-aid declaration form, and for a period of six years thereafter to comply with HMRC requirements
- For objects gifted or loaned to the museum – Indefinitely or until they are returned
- Whilst you are a Friend or Member of the museum – For the period you are a Member or Friend and then 3 months after this
- Whilst you volunteer to work at the museum – for this period and then 6 months afterwards.
Your rights and your personal data
Unless subject to an exemption under the Data Protection Act 2018 you have the following rights with respect to your personal data:
- The right to request a copy of your personal data which the BHMMT holds about you
- The right to request that the BHMMT corrects any personal data if it is found to be inaccurate or out of date
- The right to request your personal data is erased where it is no longer necessary for the BHMMT to retain such data
- The right to withdraw your consent to the processing at any time
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
- The right to object to the processing of personal data, (where applicable)
- The right to lodge a complaint with the Information Commissioners Office.
If we wish to use your personal data for a new purpose, not covered by this Data Protection 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.
To exercise all relevant rights, queries or complaints please in the first instance contact the Museum Director at firstname.lastname@example.org. or The Museum Director, Biggin Hill Memorial Museum, Main Road, Biggin Hill, Kent TN16 3EJ.
You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.