Feering & Kelvedon Local History Museum Privacy Notice
Who We Are
Feering & Kelvedon Local History Museum (‘we’ or ‘us’ or ‘our’) only processes information necessary to maintain membership and support to our organisation or provide or administer activities for individuals who are members of the organisation or have regular contact with us. We gather and process your personal information in accordance with this privacy notice and in compliance with the relevant Data Protection Regulation and law. This notice provides you with the necessary information regarding your rights and obligations, and explains how, why and when we collect and process your personal data.
Feering & Kelvedon Local History Museum is an unincorporated not for profit organisation and is exempt from registration with the Information Commissioners Office (ICO). Whilst it does not appear on the register of data protection fee payers it adheres to the principles of the General Data Protection Regulations and best practice for managing information. Our designated person for Data Protection is Annette Bayliss who is the Secretary of our organisation, and we can be contacted at our address which is the Museum, Aylett’s Building, Maldon Road, Kelvedon, Colchester, Essex, CO5 9BA or via our website enquiry form https://e-voice.org.uk/feeringkelvedonmuseum/contact-us/
Information That We Collect & Process
Feering & Kelvedon Local History Museum processes your personal information to meet our legal and statutory obligations and to maintain and manage our collection of items or objects which may be loaned or donated to us by you. We will never intentionally collect any unnecessary personal data from you and do not process your information in any way other than specified in this notice.
The personal data that we collect from you (which may include more than one of you when a loan or donation is made jointly or on behalf of others) will include your name and address and contact information. The personal data that we process is restricted to personal information that is necessary and we only hold information about individuals whose data we need to process for the exempt purpose.
If you make a loan or donation on behalf of another individual, jointly with another or on behalf of a business with others and you provide us with personal information related to them, then this privacy notice will also apply to the information that we collect about those individuals. You must provide a copy of this notice to them as soon as possible and confirm that they have read and understood it.
How We Use Your Personal Data
Feering & Kelvedon Local History Museum takes your privacy very seriously and other than in the ways specified in this notice we will never disclose or share data without your consent unless required to do so by law. We only retain your data for as long as is necessary and for purposes specified in this notice.
The purposes and reasons for processing your personal data and our legal basis for processing it is for our legitimate interest, for the performance of a contract and our legal obligation as follows:
- We collect your personal data as we have a legitimate interest when we agree to accept a loan or donation from you to meet the requirements of our collection policy in being able to validate ownership or your authority to loan or donate or to contact you to return an item or object.
- We collect and retain your personal data in the performance of a contract in administering your agreement to loan or donate an item or object to us.
- We collect and store your personal data when you make an enquiry regarding items or objects which may be held in our collection to meet our legal obligation in the responsible management of our collection, for insurance purposes, for health and safety reasons and for the prevention of crime.
Sharing and Disclosing Your Personal Information
Feering & Kelvedon Local History Museum may share your personal data with our insurers, government bodies and law enforcement agencies when it is necessary for our legitimate interests and in order to meet our legal obligations and requirements.
How We Collect Personal Data
We collect information directly from enquiries you may make, letters and emails you send to us or forms you complete and provide to us.
Your Rights
You have the right to access any personal information that Feering & Kelvedon Local History Museum processes about you and to request information about: -
- What personal data we hold about you.
- The purposes of the processing.
- The categories of personal data concerned.
- The recipients to whom the personal data has been/will be disclosed.
- How long we intend to store your personal data for.
- If we did not collect the data directly from you, information about the source.
If you make a request we will provide this information within one month of receipt of your request unless the request is complex or numerous in which case we may extend the period of compliance by up to two months and if this is necessary we will then notify you within one month of the date of receipt of your request.
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request erasure of your personal data, although this right is not absolute and only applies in certain circumstances, or to restrict processing in accordance with data protection laws, as well as object to any direct marketing and be informed about any automated decision-making used.
If we receive a request from you to exercise any of the above rights, we will explain whether the right applies to you as these rights do not apply in all circumstances. We may ask you to verify your identity before acting on the relevant request to ensure that your data is protected and kept secure.
Where we Store Your Personal Information
We store your personal information in a secure database which resides within an electronic file accessed by computer and in paper document folders held within secure filing at our address in Kelvedon which is in the United Kingdom.
Safeguarding Measures
Feering & Kelvedon Local History Museum takes your privacy seriously and we take every reasonable measure and precaution to protect and secure your personal data. Computers and files are protected by firewall and virus protection. Database access is restricted to authorised officers of our organisation.
Consequences of Not Providing Your Data
You are not obligated to provide your personal information to Feering & Kelvedon Local History Museum, however, as this information is required for us to accept a loan or donation from you and because of our legitimate interests, we will not be able to accept any loan or donation without it.
How Long We Keep Your Data
Feering & Kelvedon Local History Museum only retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We retain data and process data for the duration of the agreement to loan or donate and for a period of 6 years following the end of such agreement to meet our legal obligations and responsible collections management policy thereafter.