Privacy Policy
PRIVACY POLICY – GILLINGHAM MUSEUM
1. INFORMATION
Gillingham Museum is committed to protecting your privacy and security. This policy explains how and why
we use your personal data, to ensure you remain informed and in control of your information.
This Privacy Notice sets out how and why we use the personal data you provide to us, which will differ
depending on how you interact with us. We will never sell your personal data, and will only ever share it
with organisations we work with under very limited circumstances (e.g. names of volunteers where they
are working on a joint project) and if its privacy and security are guaranteed.
Who are we?
We are a small Museum with a big story to tell. Our collections represent the history and heritage of
Gillingham and the surrounding area, including objects, dating from pre-history and related to everyday
life, custom and traditions of local people, places and events.
Gillingham Museum
Chantry Fields
Gillingham, Dorset
SP8 4UA
office@gillinghammuseum.co.uk
We are a Registered Charity Number 1014970 in the name of Gillingham Local History Society
2. If you visit the Museum, exhibitions, or events
What we collect/ Why/ Legal Bases
We may collect your name, postal address, email address and phone number
Why? If you sign up to Gift Aid we are required to obtain your name and postal address
Legal base? It is a legal requirement for this process.
CCTV footage
Why? For your safety and security CCTV is in operation in public areas of the museum. This footage is stored temporarily, and CCTV signage is prominently displayed.
Legal base? Our and your legitimate interests - keeping you, our building, people and collections safe.
3. If you become a member
What we collect/ Why/ Legal Bases
We may collect your name, postal address,email address and phone number
Why? To contact you regarding your Membership, and to provide you with your benefits.
Legal Base? This forms part of the Terms and Conditions of your Membership contract with us.
Why? If you sign up to Gift Aid, we are required to obtain your name and postal address.
Legal Base? It is a legal requirement for this process.
Why? We would like to keep you up to date about our work, events, products, special offers and ways of supporting Gillingham Museum.
Legal Base? We will only send you these communications via email if we have your consent to do so.
We may collect your Bank details
Why? To allow us to set up your direct debit or process your payment.
Legal Base? This is required for the contract (sale of the product or service).
4. If you make a financial donation to Gillingham Museum
We may collect your name, postal address, email address and phone number
Why? If you sign up to Gift Aid we are required to obtain your name and postal address
Legal Base? It is a legal requirement for this process.
Why? We would like to keep you up to date with news about our work, events, products, special offers and ways of supporting Gillingham Museum
Legal Base? We will only send you these communications via email if we have your consent to do so.
We may collect your Bank details
Why? To allow us to process your payment.
Legal Base? This is required for the contract (sale of the product or service)
5. If you enter a competition
We may collect your name, postal address, email address and phone number
Why? to contact you if you win
Legal base on the basis of legitimate interests - to contact you if you win.
Note: We will destroy your personal data after the competition has closed.
6. If you visit our website
In order to make the Gillingham Museum website easier to use and improve our service, we sometimes
place small amounts of information on your computer. These are known as cookies and they are used by
most major websites.
7. Managing our collections
We hold personal data to manage the collections of Gillingham Museum.
We collect your name, contact address, personal e-mail address, telephone number
Why? To record the ownership history and legal transfer of title of collection items donated to the Museum
Legal Base? This is a legal requirement for the process
We may collect your name, postal address, email address, phone number and date of birth for the following:
Why? To record the details of disposals from and gifts, purchases, and loans to our collections
Legal Base? It is necessary for us to carry out our Public Task and it is a legal requirement of this process.
Why? To record and manage details of makers/creators of items in our collections
Legal Base? It is necessary for us to carry out our Public Task
Why? To enable us to lend items to other institutions or researchers
Legal Base? It is necessary for us to carry out our Public Task and it is a legal requirement for this process.
Why? To ensure that we comply with copyright legislation when providing copies of items in our collections
Legal Base? This is a legal requirement for this process
Why? To undertake object conservation and/or scientific analysis (for outside agencies)
Legal Base? This is a legal requirement for this process and forms part of the Terms and Conditions of contract with us.
8. If you contact us with an enquiry
We collect your name, contact address, personal email address, telephone number
Why? To enable us to respond to your general business enquiry
Legal Base? On the basis of legitimate interests
Why? To enable us to respond to Freedom of Information requests, complaints and requests made under Data
Protection legislation
Legal Base? This is a legal requirement
Why? To enable us to respond to enquiries about our collections
Legal Base? This is part of our Public Task.
9. If you supply us with goods or services
We collect your name, contact address, personal email address, telephone number
Why? To enable us to make payments, send remittances, answer queries, etc, and fulfil our relationship with you as a
supplier.
Legal Base? This is a legal requirement and forms part of the Terms and Conditions of you contract with us.
We collect Bank Details
Why? To enable us to make payments, send remittances, answer queries, etc, and fulfil our relationship with you as a
supplier.
Legal Base? This is a legal requirement and forms part of the Terms and Conditions of contract with us.
10. If we take a photograph or recording of you
We collect your name, contact address, personal email address, telephone number
Why? To retain information relating to the permissions to use and reproduce photographs or recordings taken by or for GLHS featuring adults, children and vulnerable adults.
Legal Base? This is a legal requirement
11. Sharing information
We do not disclose personal data to any third parties or external organisations, other than companies
carrying out work on our behalf. We retain responsibility for your data and ensure that these organisations
only act on our instructions.
We may occasionally need to transfer your personal information overseas. We ensure any transfers of data
are secure, in accordance with best practice, and in compliance with the General Data Protection
Regulation.
Your data will never be sold or passed to any third party for any other purpose.
12. Legitimate interests
We have a number of legal bases that mean we can use (or 'process') your personal information. One basis
'Legitimate Interests', which means we can process your personal information if:
• We have a genuine and legitimate reason and;
• We are not harming any of your rights and interests
When we process your personal information for our legitimate interests, we will consider and balance any
potential impact on you and your rights under data protection and any other relevant law. Our legitimate
business interests do not automatically override your interests.
13. 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 employees and data processors, who have access to and are associated with the processing of
personal data, are legally obliged to respect the confidentiality of the personal data that we hold.
14. Your Data Protection Rights
Under data protection laws effective from May 2018, you have rights in relation to your personal data.
These rights are:
• The right of access: you have the right to know whether we are processing any of your personal
data. If we are, you have the right to access the data and certain information, such as why we are
processing the data
• The right of rectification: you have the right to ensure that we correct inaccuracies in your personal
data that we are processing
• The right of erasure (the 'right to be forgotten'): in certain situations, you have the right to ensure
that we erase your personal data
• The right to restriction of processing: in certain situations, you have the right to ensure that we
restrict our processing of your personal data
• The right of data portability: in certain situations, you have the right to receive personal data that
you provided to us in a structured, commonly used, and machine- readable format
• The right to object: in certain situations, you have the right to object to our processing of your
personal data and we are normally obliged to stop processing your data when requested. This right
includes the right to object to our processing of your personal data for the purposes of direct
marketing
• The right to complain: you have the right to make a complaint to the UK Information
Commissioner's Office (ICO) about our processing of your data, the exercise of your rights, and
other data protection matters
• The right to withdraw consent: you have the right at any time to withdraw your consent for us to
process your personal data.
These rights are not absolute and may not apply in all situations or in relation to all processing activities.
Should you need to contact us or have a request to exercise any of these rights please use the contact
information below:
Gillingham Museum
Chantry Fields
Gillingham
SP8 4UA
15. Changes to this Privacy Notice
We regularly review our privacy notice and may make changes time to time. Any changes made will apply
from the time they are ratified.
16. Information Commissioner’s Office
You have the right to make a complaint directly to the UK Information Commissioner's Office (ICO), which
is the data protection supervisory authority in the UK.
Last Updated: 10/09/2024
POSTED 8 June 2026
NB. IN PROCESS OF COMPLETION AND CHECKING