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”).
2. Who are we?
Prickwillow Engine Trust is a Registered Charity Reference Number 285139. The educational charity is a non-profit-making organisation responsible for the Museum known as Prickwillow Museum located at Main Street, Prickwillow, Ely, Cambridgeshire, CB7 4UN.
3. How do we process your personal data and what data do we keep?
The Trustees and Executive Committee of Prickwillow Museum complies with its 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 measures are in place to protect personal data.
The data we collect is generally limited to name and relevant contact details (telephone numbers, addresses and email addresses). Other details include type of exhibit/trade for exhibitors/stall holders, and insurance details where needed in compliance with our legal obligations; CV details for volunteers. Application forms are held as hard copies and details may be transferred to electronic summary forms which are protected by a password.
We use your personal data for the following purposes:
4. What is the legal basis for processing your personal data?
5. Sharing your personal data
Your personal data will be treated as strictly confidential and we will not share your data with third parties unless you have given your consent.
6. How long do we keep your personal data?
We will retain membership and volunteer details while they are current and for up to 2 years. We will retain gift aid declarations and associated paperwork while they are current and for up to 6 years after the calendar year to which they last relate.
We will retain details of those exhibiting at events for up to 3 years after the last event attended.
7. 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:
When exercising any of the rights above, in order to process your request, we may need to verify your identity for your security, before we can release the information.
8. Review of the Policy
We regularly review our privacy policy and make changes from time to time.
9. Contact Details
To exercise all relevant access rights, queries or complaints please in the first instance contact the Treasurer at Prickwillow Museum by calling 01353 720737 or emailing via the website contact us page
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.
Version 3. 30th April 2018
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”).
2. Who are we?
Prickwillow Engine Trust is a Registered Charity Reference Number 285139. The educational charity is a non-profit-making organisation responsible for the Museum known as Prickwillow Museum located at Main Street, Prickwillow, Ely, Cambridgeshire, CB7 4UN.
3. How do we process your personal data and what data do we keep?
The Trustees and Executive Committee of Prickwillow Museum complies with its 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 measures are in place to protect personal data.
The data we collect is generally limited to name and relevant contact details (telephone numbers, addresses and email addresses). Other details include type of exhibit/trade for exhibitors/stall holders, and insurance details where needed in compliance with our legal obligations; CV details for volunteers. Application forms are held as hard copies and details may be transferred to electronic summary forms which are protected by a password.
We use your personal data for the following purposes:
- To keep you informed about our news, activities and fundraising events;
- To send out application forms for events to those that express an interest;
- To administer membership records;
- To manage our volunteers and the work they do;
- To maintain our own accounts and records (including the processing of gift aid applications);
- To ensure exhibitors have current insurance
4. What is the legal basis for processing your personal data?
- Processing is necessary for carrying out legal obligations in relation to Gift Aid and accounting
- Processing is necessary for compliance with a legal obligation to which we are subject in relation to insurance of exhibitors/stallholders
- Processing is carried out on the basis of legitimate interest when:
- Contacting members and sending information about news, events and activities o Keeping volunteer records
- Sending application forms/details for events when applied for or after attending a similar event at the Museum/ploughing festival or expressing an interest
- Sending confirmation of an order or event ticket o
- Sending a donation thank you letter
- Analysis of aggregate data i.e. visitor numbers, event attendees
- Processing is carried out on the basis of contractual interest for invoicing customers (for example groups) where necessary and for using suppliers’ details and invoices to maintain our own accounts and records
- In other circumstances when you give us explicit consent to keep you informed about news, events, and activities
5. Sharing your personal data
Your personal data will be treated as strictly confidential and we will not share your data with third parties unless you have given your consent.
6. How long do we keep your personal data?
We will retain membership and volunteer details while they are current and for up to 2 years. We will retain gift aid declarations and associated paperwork while they are current and for up to 6 years after the calendar year to which they last relate.
We will retain details of those exhibiting at events for up to 3 years after the last event attended.
7. 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 request a copy of your personal data which the Trustees and Executive Committee of Prickwillow Museum holds about you;
- The right to request that the Trustees and Executive Committee of Prickwillow Museum 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 Trustees and Executive Committee of Prickwillow Museum to retain such data;
- The right to withdraw your consent to the processing at any time unless it is a legal requirement;
- The right to lodge a complaint with the Information Commissioners Office.
- To submit a Subject Access Request (to see a copy of the information we hold about you and the reason it is being held) please contact us using our details at 9. below.
When exercising any of the rights above, in order to process your request, we may need to verify your identity for your security, before we can release the information.
8. Review of the Policy
We regularly review our privacy policy and make changes from time to time.
9. Contact Details
To exercise all relevant access rights, queries or complaints please in the first instance contact the Treasurer at Prickwillow Museum by calling 01353 720737 or emailing via the website contact us page
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.
Version 3. 30th April 2018
