DATA PRIVACY NOTICE
The Friends of the Willis Museum – Basingstoke – Registered Charity No 280406
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 we are?
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 that is strictly necessary to perform its functions. As members’ privacy is important to FOWM, only the 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 the FOWM 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 this information has been provided on the Membership Application Form and on subsequent Membership Renewal Forms. The Membership Secretary periodically compiles a computerised Membership List that is then provided to all the Trustees. The Publicity Officer maintains two computerised mailing lists for those members who have provided an email address and who have consented to receive material by email. One list is for those members who only want to receive material relating to the FOWM and the Willis Museum. The second list includes those members who have indicated that they are happy to also receive information relating to the activities of other carefully selected local kindred organisations and the British Association of Friends of the Museum (BAFM). No member’s contact details are ever sent 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 and the Willis Museum.
To inform consenting members of news, events and activities of appropriate local kindred organisations which are considered to be of interest to members, together with information provided by the British Association of Friends of the Museum (BAFM).
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.
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 will remain valid throughout the period of your Membership unless you notify the FOWM 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. Further processing
If the FOWM wish to use your personal data for a new purpose, not covered by this Data Protection Notice, they will provide you with a notice explaining this new use and setting out the relevant purposes and processing conditions prior to commencing the processing. Where and whenever necessary, we will seek your prior consent to the new processing.
12. 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 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.
13. Cookies and Server Logs
As is common practice our web site uses session cookies and maintains server logs. We have a separate Cookie/Server Log Policy which can be viewed on our web site. However members can be assured that any information held in order to provide and maintain our web site facilities, does not identify any member personally.
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: firstname.lastname@example.org.
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.