PRIVACY POLICY

 Policy Statement

Gilbert White & The Oates Collections and GWOC (Trading) Limited will ensure that all personal information about individuals which is held by us will be kept securely and managed in accordance with the Data Protection Act 1998 and General Data Protection Regulation.  We aim to be clear about why we collect the data that we do, where we collect it and when we collect it.

What data do we hold and where is it from:

We hold personal information about employees, volunteers, trustees, Friends, donors and individual connections we have made.  Information relating to employees, trustees and volunteers is obtained from the forms you are asked to complete during the recruitment process and will include your contact details, employment history (where relevant), and any information necessary to satisfy our legal obligations.  Information about friends, individual donors and potential supporters will be obtained when you make an enquiry or give us a donation and may include contact details, your links with the Museum, donation details, your interest in and attendance at our events, society membership, volunteering and fundraising statistics.  In addition we may obtain supplementary information from the public domain which may be of benefit to our relationship with you.

Why do we hold this information:

The data is used for the purposes of communicating relevant information about our Museum and its work and to inform our supporters about events and activities which we think will be of interest. In the case of employees, trustees and volunteers the information we hold is as required by statute.

Our marketing communications include newsletters, events and fundraising material which we consider will be of interest in general and for the purposes of establishing or obtaining membership or support for our organisation.

We hold the information for as long our relationship with you exists, and in the case of employees, trustees and volunteers for as long as is required by statute.

Currently consent for this data to be processed in accordance with this statement is implied and contact may be made by email, post or phone.  How you provide consent will be changing and further information regarding your rights and contact preferences will be issued shortly.

How do we use this information

We may use the data held to fulfil our legal and financial obligations, to discover how you wish to be contacted and to further our charitable aims.  We may ask you to support us by donating or volunteering your time, we may ask for your help in making links with other relevant donors, trusts or foundations.

We will never sell this information to other parties. We will not use data for a purpose other than that agreed by data subjects. If the data held by us is requested by external organisations for any reason, this will only be passed with the consent of data subjects.

How is this data stored

Data is stored on paper records which are held in a locked filing drawer access to which is limited to specific individuals, and/or on computer spreadsheets protected by a log-in, and/or on our CRM database which is protected by a log-in and/or on the EPOS till.

 Access to personal information:

All data subjects have a right to request a copy of all information held about them.  Such requests must be handled within 40 days.

Requests for information must be referred to the Museum Directors at Directors@gilbertwhiteshouse.org.uk

 Although not required to do so Gilbert White & The Oates Collections has elected to register voluntarily with the Information Commissioners Office which is the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.

Our Website

Who we are

Our website address is: http://gilbertwhiteshouse.org.uk.

What personal data we collect and why we collect it

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

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