This page sets out the details of The Friends of Gilbert White & The Oates Collections privacy notice in relation to information collected about you.
Who we are
The Friends of Gilbert White & The Oates Collections
Gilbert White’s House
We are registered as a Charity, and our registration number is: 1101287
We comply with the Data Protection Act 1998, and General Data Protection Regulations that come into law in 2018.
Any electronic communications will be made in accordance with the Privacy and Electronic Communications Regulations (PECR)
What information do we collect about you?
We collect the personal data that you may volunteer as part of Membership or donation forms, e-newsletter sign-ups.
Personal information we collect may include:
your name, title, postal address, email address and phone number; family and spouse/partner details, relationships to other donors and/or Members.
We will also collect and hold information about any contact you have with us as a supporter or donor of The Friends of Gilbert White & The Oates Collections, and may consist of details of:
ticket purchase and event registration / attendance; contact preferences; gift information, including Direct Debit bank details where applicable; Gift Aid status; details of correspondence sent to you, or received from you; donor status and wealth assessment information; employment information and professional activities; any other information provided by yourself at the request of The Friends of Gilbert White & The Oates Collections.
When we ask you to provide your personal information we will let you know why we are asking, and how we will use your data, by directing you towards this notice.
What we do with your information
Depending on your relationship with The Friends of Gilbert White & The Oates Collections, and the preferences you have indicated, data we hold may be used by us for the following purposes:
Send you regular updates of promotional, marketing or fundraising information by electronic means. These types of communications can include:
Informing you of other products, services or events related to Gilbert White & The Oates Collections, such as exhibitions, events, or retail offers.
News and updates about Gilbert White & The Oates Collections, such as via The Wakes Newsletter, What’s On guides, and marketing or supporter e-newsletters.
Information on our fundraising operations, including occasional targeted requests to consider giving financial support to Gilbert White & The Oates Collections, or to ask you to consider supporting the Museum in other ways.
Other relevant communications based upon your relationship with The Friends of Gilbert White & The Oates Collections.
Data screening and cleansing, to check if we have accurate contact details for you please contact firstname.lastname@example.org
Wealth screening and research, to help us understand our Members, donors and potential donors, including gathering information from publicly available resources to give an insight into your philanthropic interests and ability to support The Friends of Gilbert White & The Oates Collections.
To send you surveys, and for market research purposes.
Tools may be used to monitor the effectiveness of our communications with you, including email tracking, which records when an e-newsletter from us is opened and/or how many links are clicked within the message. The data from this tracking is generally used in an aggregated and anonymised form.
You can opt out of any / all of our communications at any point simply by contacting email@example.com
There are some Membership and donation communications that we are required to send regardless of your contact preferences. These are essential communications, deemed necessary to fulfil our contractual obligations to you. This would include Direct Debit confirmations and advanced notices, thank you letters, Member benefits such as Explorer magazine and Membership cards, renewal reminders, Gift Aid confirmation letters and querying returned mail or bounced Direct Debit payments with you.
How we update, screen and analyse your information
We continuously review records of supporters to ensure your data is as accurate as possible. We may consult alternative sources in order undertake these checks, such as:
Royal Mail National Change of Address database (NCOA);
BT Operator Services Information System (OSIS);
WealthEngine, a wealth intelligence database;
Reviewing employment information that you have made publicly available via social media;
Newspaper articles, publications and company websites;
Companies House and other company information databases;
Charity Commission and Office of the Scottish Charity Regulator (OSCR) registers;
Any other publicly available sources.
Where we appoint an external party to undertake a screening of information, any such arrangements will be subject to a formal agreement between The Friends of Gilbert White & The Oates Collections and that organisation, to protect the security of your data.
We may segment the information we hold about you in our database based on a proprietary score. These scores are calculated using personal data, as well as how engaged with us you have previously been, and indicators of future engagement. Analysis of this helps us understand our Members, donors and potential donors to ensure we are efficient and that only relevant communications are sent to you.
You can opt-out of your data being utilised for wealth screening, data cleaning or analysis (with the aims of targeting communications with you appropriately, or finding up to date contact information in the case of gone away mail) simply by contacting firstname.lastname@example.org
Who we might share your information with
We do not disclose personal data to any third parties or external organisations, other than data processors carrying out work on our behalf and the Museum (Gilbert White & The Oates Collections).
Examples of such data processors would be mailing houses for bulk email distribution services.
Any such companies are acting as approved data processors for The Friends of Gilbert White & The Oates Collections, and we retain full responsibility for your personal data. Data processors will act only on our instructions.
We may occasionally need to transfer your personal information overseas, for instance to our bulk email distributor, MailChimp. Where this is necessary, this may be to countries or territories around the world.
We are required to ensure any transfers of data will be done securely, in accordance with best practice, and in compliance with the Data Protection Act 1998.
Your data will never be sold or passed to any third party for any other purpose.
How we keep your information secure
We have implemented security procedures, rules and technical measures to protect the personal data that we have under our control from:
unauthorised access; improper use or disclosure; unauthorised modification.
All our committee members and data processors, who have access to, and are associated with the processing of personal data, are legally obliged to respect the confidentiality of our members personal data.
How can I access the information about me, and correction of information?
You can ask us if we are keeping any personal data about you and you can also request to receive a copy of that personal data – this is called a Subject Access Request.
To make a Subject Access Request you will need to provide adequate proof of identity such as a copy of your passport, birth certificate or driving licence before your request can be processed.
Please try to be as clear as possible about the information you are seeking.
Once we have received your Subject Access Request, and proof of identity, you will receive a response from us within 40 days and you will be able to get copies of any information we hold on you. However, exemptions to disclosure may apply in some circumstances.
Subject Access Requests should be sent to:
The Friends of Gilbert White & The Oates Collections
Gilbert White’s House
At any time you may request that we delete or correct your personal information. If you wish to correct any information on you held by National Museums Scotland, simply contact email@example.com.
Changes to our privacy notice
We regularly review our privacy notice, and may make changes time to time. Any changes made will be posted to this page, and will apply from the time we post them. This privacy notice was last changed on 22nd May 2018.
How to contact us
If you have any comments on our privacy notice, or information we hold about you please contact us:
by email to firstname.lastname@example.org
or write to us at Friends of Gilbert White & The Oates Collections, Gilbert White’s House, High Street, Selborne, GU34 3JH.