This policy contains:
- Who we are
- What personal data is, how we collect it and what we will do with it
- How we store your data and how long we will store it for
- Using your information for marketing/legitimate interest
- Opting out
- Data security
- Requesting to see the data we hold about you/your rights
- Policy updates
1. Who we are
In this policy, whenever you see the words ‘we’, ‘us’, or ‘our’, it refers to the Orford Museum CIO (OM), an independent registered charity no. 1183699. The OM is a volunteer-led museum based within the village of Orford, Suffolk. Our aim is to promote the history of the six parishes of Orford & Gedgrave; Sudbourne; Iken; Chillesford; Butley and Tunstall. You can find out more about us at www.orfordmuseum.org.uk
Our address is:
Unit 3, Potkins Craft Centre,
Orford. IP12 2SS
We are a ‘data controller’ for the purposes of the Data Protection Act 1998 and the EU General Data Protection Regulation 2016/679. This means that we are responsible for and control the processing of some aspects of your personal information. We are committed to respecting and protecting your personal information.
2. What personal data is, how we collect it and what we will do with it
Personal data is information that can be used to identify you. We collect personal information such as your name, postal address, email address and phone numbers.
The data we collect is generally limited to contact details (name,
postal address, email address and phone numbers), for Friends of Orford Museum and individuals who wish to receive information on future OM events and/or publications. We may also collect your title and gender, volunteering status/Arts Council England Mentoring status.
We do not collect any sensitive data (e.g., data about disability, health, offending history).
We do not collect data on members of the public unless specifically asked to do so by the data subject (eg non-Friends who wish to receive information on future OM events and/or publications)
You can provide this information to us through becoming a Friend, entering competitions, registering for an OM event, purchasing publications, signing up to receive emails, or visiting our website (www.orfordmuseum.org.uk). We collect this data about Friends, relevant suppliers/contractors, and subscribers to The Orford Historian.
We will use this information:
- to keep accurate records on Friends
- to provide the services outlined in our Friends’ membership scheme
- for hard copy mailings relating to OM Friends’ membership/information
- for hard copy/digital paperwork relating to your Friends’ membership
- to update the OM email mailing list
- for adhoc communications relating to OM.
- for market research purposes/sending you surveys which will help us develop OM
- to monitor the effectiveness of our communications, including email tracking (which records anonymous data on when an e-newsletter is opened and/or how many links are clicked within it)
- to record consent
- to keep a record of your relationship with us
- to comply with the Charities (Protection and Social Investment) Act 2016 and HMRC regulations on Gift Aid.
3. How we store your data and how long we will store it for
We will only collect the information that we need to meet the above outlined uses. We will keep your information secure on password-controlled computers with access limited to the Officers and employees of OM. Unless we are legally required to do so we will never sell your data, share it with any other body or retain your data longer than it is needed for your relationship with OM. When required, we will dispose of it securely.
4. Performance of a Contact/Legitimate Interest/ Consent
Where you have chosen to become a Friend of OM, or have expressed an interest in our other areas of activity (eg events or publications) the OM would like to contact you with information relating to your membership and related topics. We hold your information to fulfil a ‘performance of contact with the data subject’ and through the legitimate interest of carrying out Friends’ of OM membership communications.
In general, we do not undertake any regular direct marketing activities. Through The Orford Historian publication however, museum activities/events or fundraising activities may be mentioned. To make sure you wish to receive this information, the OM has a general statement of consent which is available in the OM Membership Pack and is shown below.
OM Statement of Consent
If you agree to being contacted via the following methods, please tick the below boxes:
5. Using your data/Opting out
If we send information to you and you wish to unsubscribe/opt out, please email: firstname.lastname@example.org
6. Data security
Where we appoint an external party to undertake work related to the OM, arrangements to protect the security of your data and comply with this policy will be subject to a formal agreement between the OM and external party and we will advise you of any such arrangements.
7. Requesting to see the data we hold about you/your rights
By providing your information to the OM or using our website/communications, you consent to our collection and use of the information you provide in the ways set out in this policy. If you do not consent to this please do not enter your data.
You have the following rights:
- The right to access a copy of the personal information we hold about you, known as a subject access request. You will need to provide proof of identity for this, such as a copy of your driving licence or passport. This request should be sent to email@example.com or addressed to: Treasurer and Friends’ Administrator, Orford Museum, Unit 3 Potkins Lane Craft Centre, Potkins Lane, Orford IP12 2SS
- The right to withdraw your consent to us processing or holding your personal information.
- The right to have inaccurate personal data corrected or completed.
- The right to request that your personal data not be used for marketing purposes.
- The right to ask us to delete your personal information where it is no longer necessary for us to hold it, you have withdrawn consent, or where we have no lawful basis for keeping it.
Our website uses ‘cookies’. ‘Cookies’ are pieces of information sent by our website to your computer and stored on your hard drive, to allow the website to recognise you when you visit. Cookies collect statistical data about your browsing actions and patterns and do not identify you as an individual. It is possible to switch off cookies by setting your browser preferences but this may result in a loss of functionality when using our website. You can find out more about how to turn off or delete cookies in your browser here.
9. Updates to this policy
We will regularly review this policy and may make updates. This document is version controlled and all updates will be subject to approval by the OM Board of Trustees and shown in a Document Change Notice which will appear on our website
For further information, or clarification on any aspect of this policy, please contact firstname.lastname@example.org