TWAM Development Trust Privacy Notice

Privacy Notice

TYNE & WEAR ARCHIVES & MUSEUMS DEVELOPMENT TRUST

PRIVACY NOTICE

This privacy notice provides information on what personal information we collect from you, how and why it is collected, when and with whom it might be shared, and how long it will be kept.  It also provides information on your rights to decide how it might be used, how you can access it, require it to be deleted and corrected and your rights to complain.   

1. Who we are

TWAM Development Trust (TWAMDT) (company number 7334262 and registered with the Charity Commission under charity number 1137867) fund raises from individual donors, trusts and foundations to support its charitable activities.

The objectives of the Trust are:

  • to advance the education of the public (particularly, but not limited to those within, the metropolitan county of Tyne & Wear) by encouraging them to participate in and contribute to the activities of an archive and museum service managed by Tyne & Wear Archives and Museums (TWAM) and to value it for the positive impact that it makes upon their lives;
  • to advance art, culture, heritage and science by supporting TWAM to establish and maintain a world class archive and museum service that is accessible and enlightening;
  • to contribute to the advancement of civic responsibility and good citizenship by supporting TWAM to help to equip people with the capacity to understand and operate successfully in society; and
  • such other charitable purpose beneficial to the community consistent with the Objects above as the trustees shall in their absolute discretion determine.

Newcastle City Council is the lead authority and is registered with the Information Commissioner as the Data Controller, with overall responsibility for the collection and processing of your personal information by TWAMDT.

The Data Protection Officer for Newcastle City Council is Phil Slater: 

Address:                                                             

Newcastle City Council                           
Audit, Risk and Insurance
Civic Centre
Newcastle Upon Tyne
NE99 1RD

Email: philip.slater@newcastle.gov.uk

Tel: 0191 2116511

2. How we use your information and who it will be shared with

The Trust carries out its objectives by raising funds from individual donors, trust and foundations to support a wide variety of museum activities. In doing so, the Trust is able to help TWAM achieve its strategic vision of ensuring everyone has access to museum provision, are able to use this access and to value it for the significant and positive impact that it makes upon their lives.

If you make a donation, you will be asked whether you are happy to receive updates about TWAM or TWAM Development Trust. Unless you opt in to our mailing lists, we will not use your information for marketing purposes. You may also be asked whether you wish to Gift Aid your donation. If you do, your name and address will be shared with Gift Aid for processing purposes but not for marketing purposes.

TWAMDT may however share your information with the below organisations, in order to continue to improve our understanding of our target audiences and of our supporters. This is with a view to providing world class, transformative, visitor-focused experiences, customer service and educational engagement, and to look at ways in which we might in the future use the latest technologies to improve and personalise the services that we offer.

Tyne & Wear Archives & Museums (TWAM)

TWAM is a major regional museum, art gallery and archives service which manages a collection of nine museums and galleries across Tyneside and Tyne and Wear. It is not an incorporated body. It is supported by the five local authorities of the area (Newcastle, Gateshead, North Tyneside, South Tyneside and Sunderland) and Newcastle University. Newcastle City Council is the lead authority. TWAM holds collections of international importance in archives, art, science and technology, archaeology, military and social history, fashion and natural sciences.

TWAM carries out data processing on behalf of TWAMDT.

You can find a link to TWAM’s privacy notice here: www.twmuseums.org.uk/privacy-policy

TWAM Enterprises Ltd (TWAM EL)

TWAM EL (company number 10940488) manages some commercial activities for TWAM such as retailing, catering and venue hire. Its purpose is to enable TWAM to capitalise on the expertise it has already developed in relation to commercial activity.

3. General Data Protection Regulation

The General Data Protection Regulation (the ‘GDPR’) will become enforceable on 25th May 2018, replacing the Data Protection Act 1998.

The GDPR states that personal data can only be processed if there is a legal ground to do so. The GDPR provides six legal grounds under which personal information can be processed lawfully and stipulates that an organisation’s privacy notice must include reference to this.

The three legal grounds that are relevant to TWAMDT’s use of your personal information are:

a)  the data subject has given consent to the processing of his or her personal data for one or more specific purposes;

c)  processing is necessary for compliance with a legal obligation to which the controller is subject;

f)   processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

TWAMDT’s use of these legal grounds are explained further below:

Consent

TWAMDT will ask for your consent before we communicate with you electronically for marketing purposes. We will only email about our fundraising activities if we have an accurate record of your recent (within 3 years) and freely given consent to do so. If we wish to contact you by telephone for marketing purposes, we will always screen against the Telephone Preference Service (TPS) first.

Legal Obligation

TWAMDT has a legal obligation to use or disclose certain information about you. Charitable trusts must keep Gift Aid declaration records for 6 years from the end of the accounting period they relate to and in order to reclaim Tax from HMRC the charity is required to record an individual’s name and full address.

Legitimate Interest

TWAMDT sometimes relies on legitimate interest in order to help us achieve our objectives. It is in the charity's legitimate interest to carry out prospect research to understand more about the people who support it, so it can make appropriate requests to those who may be willing and able to give more than they already do.

4. Access to personal information and correction

We will strive at all times to ensure that your personal information is accurate and up to date. You may ask us to correct or remove information that you think is inaccurate by contacting us as detailed below in the “How to contact us” section. If your personal details change, please help us to keep your information up to date by notifying us at the address below.

In accordance with the GDPR, you will have the right to request a copy of information that we hold about you, by making a subject access request. Requests should be submitted in writing as set out in the “How to contact us” section below.

5. Complaints, enquiries and feedback

TWAMDT tries to meet the highest standards when collecting and using personal information.

For this reason, we take any complaints we receive very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

Complaints and enquiries about, or suggestions for improvements to, our data protection processes should be directed to TWAM’s Corporate Governance team using the contact details provided below.

6. How to contact us

If you wish to make a complaint, request further explanation about any issues relating to this privacy notice, or make a suggestion for improving our processes relating to the way we use personal data, then please direct your request to corporategovernance@twmuseums.org.ukor in writing at the following address: Corporate Governance, Tyne & Wear Archives & Museums, Discovery Museum, Blandford Square, Newcastle upon Tyne NE1 4JA.

You may opt out from receiving marketing communications from us at any time, change your contact preferences or ask to have your personal data removed or corrected in our records by writing to us at: Communications, Tyne & Wear Archives & Museums, Discovery Museum, Blandford Square, Newcastle upon Tyne NE1 4JA, or by sending an email to communications@twmuseums.org.uk. Please ensure that you state your full name and address in the letter or email so that we may locate your record on our database.

If you wish to request a copy of all or part of your personal information held by TWAMDT by making a subject access request you can do this in the following ways:

By email: corporategovernance@twmuseums.org.uk

By letter addressed to: 

Corporate Governance
Tyne & Wear Archives & Museums
Discovery Museum
Blandford Square
Newcastle upon Tyne
NE1 4JA

7. Information Commissioner’s Office

The Information Commissioner's Office (ICO) is the UK’s independent body set up to uphold information rights. You can make a complaint to the ICO about our use of your information at any time on 0303 123 1113 or via their website at www.ico.org.uk. Of course we'd like to try and help you with any problems you are having first, so please consider raising any issue or complaint you have with TWAM first. Your satisfaction with our services is very important to all of us and we will always strive to resolve any problems and complaints you have wherever possible.

TWAMDT is also registered with the Fundraising Regulator. This means we agree to ensure our fundraising is legal, open, honest and respectful.

If you have a complaint about our fundraising activity, you can contact the Fundraising Regulator at the below address: www.fundraisingregulator.org.uk/make-a-complaint/complain-about-a-fundraising-approach

8. Changes to this privacy notice

We keep our privacy notice under regular review. You are advised to visit this page periodically in order to keep up to date with any changes. By continuing to use our services you will be deemed to have accepted such changes.

This privacy notice was last updated on 25th May 2018.