DRAFT DATA PRIVACY NOTICE

1. 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 General Data Protection Regulation (the “GDPR”) 2018.

2. What are the General Principles of GDPR?

All personal data must be:

  • Processed lawfully, fairly and in a transparent manner.
  • Collected for specified, explicit and legitimate purposes.
  • Adequate, relevant and limited to what is necessary.
  • Accurate and where necessary kept up to date.
  • Kept in a form which permits identification of data subjects for no longer than is necessary.
  • Processed in a manner that ensures appropriate security of the personal data.

3. Who are we?

The Friends of the Willis Museum (FOWM) is a charitable body that exists to promote, support, assist and improve the Willis Museum in Basingstoke. FOWM relies on its membership to fund and support its objectives. FOWM only holds personal information regarding its membership as is strictly necessary to perform its functions and, as your privacy is important to FOWM, only Trustees who carry out the work of FOWM are provided with access. We do not share your data with any third parties, other than required by law.

4. Who are the FOWM Data Controllers?

The Trustees of the Friends of the Willis Museum (FOWM) are the organisation’s Data Controllers. They decide how your personal data is processed and for what purposes. The Membership Secretary is the Officer directly responsible for maintaining your personal data.

5. What personal data do we record and how do we store and use it?

We record and store each member’s name, address, telephone number, email address and whether they Gift Aid their subscription and donations, where provided on the Membership Application Form and on subsequent Membership Renewal Form. The Membership Secretary periodically compiles a computerised Membership List that is then provided to all the Trustees. The Publicity Officer maintains computerised mailing lists of the members who have provided an email address and who have consented to receiving emails either relating to just the FOWM, the Willis Museum or the British association of Friends of the Museum (BAFM) or our happy to also receive information relating to the activities of other carefully selected kindred bodies. No member’s contact details are ever sent by the Publicity Officer to the source of these messages and all messages are sent as “blind copies” so that no member’s email address is seen by another member. The Membership Secretary maintains the hard copy records of individual membership and the data consent forms. The Treasurer maintains all records relating to Gift Aid.  

6. How do we process your personal data?

The FOWM comply with their statutory obligations under the “GDPR” 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 technical measures are in place to protect personal data.

We use your personal data for the following purposes: -

  • To administer membership records;
  • To fundraise and promote the interests of the charity;
  • To maintain our own accounts and records (including the processing of gift aid applications);
  • To inform the membership of news, events and activities run by FOWM, the Willis Museum or the British Association of Friends of the Museum (BAFM).
  • To inform the membership of news, events and activities of appropriate kindred bodies which are considered will be of interest to members.

7. What is the legal basis for processing your personal data?

The FOWM have determined that explicit consent from you is the lawful basis for our maintaining a record of your personal data so that we can keep you informed about news, events and activities, and, if relevant, process your donations and claim gift aid.

Processing is carried out by us provided the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes) and there is no disclosure to a third party without consent.

8. Sharing your personal data

Your personal data will be treated as strictly confidential, and with the exception of the Trustees, will only be shared with other members of the Friends with your explicit consent. Data relating to gift aid claims is only shared with HMRC. We will only share your data with other third parties with your consent or as required by law.

9. How often do we amend details of your Consent?

The FOWM will assume that details of your Consent remain valid throughout the period of your Membership unless you notify them of a change and provide a revised Consent Form or the FOWM Trustees decide that a complete revision of all Consent Forms is appropriate. The Membership Secretary will retain a record of your consents and a copy of your most recent Consent Form.

10. How long do we keep your personal data?

We only keep your data for two years after you cease to be a member of the FOWM unless required to do so by legislation and will not use it to contact you after your membership ceases. Specifically, we retain gift aid declarations and associated paperwork for up to 7 years after the tax year to which they relate.

11. Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -

  • The right to be informed – to know what, how, when and for how long data is used;
  • The right of access - to be able to see and know what data is being held and to request a copy of your personal data which the FOWM holds about you;
  • The right to rectification - to request that the FOWM corrects any personal data if it is found to be inaccurate or out of date;
  • The right to erasure - to request that your personal data is corrected or erased where it is no longer necessary for the FOWM to retain such data;
  • The right to change your consent – at any time either to withdraw your consent or to amend your consent to the processing of your data;
  • The right to restrict processing – to stop data being used for certain purposes.
  • The right to data portability – to request that the FOWM Data Controller provides your data directly to another data controller.
  • The right to object – to lodge a complaint about how the data is used and if necessary refer the matter to the Information Commissioner’s Office.

12. Further processing

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.

13. Website

The website does not use persistent cookies to track users browsing on the website or store any users data. The website does log the IP address of users and the browser used for statistical purposes only.

14. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact the Membership Secretary of the Friends of the Willis Museum, The Willis Museum, Market Place, Basingstoke, RG21 7QD or E-mail: This email address is being protected from spambots. You need JavaScript enabled to view it..

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.