Privacy and cookies

Introduction

The National Army Museum group includes the National Army Museum, National Army Museum Trading Limited and the National Army Museum Foundation. This privacy policy explains how we use any personal information we collect about you when you use our website, engage with the Museum, or attend one of our events.

1. Your personal data: the legal basis and what we collect

We will need to collect personal data in some cases to carry out a service with you; in other cases, we will tell you if providing personal data is optional.

We will ask for your consent to collect your personal information for the following:

• to send you fundraising mailings
• to carry out fundraising research on you
• to send you museum newsletters and information about events
• to include you in photography or filming taking place in the Museum

We will collect your personal information to perform a contract with you for the following services:

• member or patron subscriptions
• contract and supplier payments
• venue and event bookings
• online bookings and enquiries
• collections enquiries and research
• picture library sales

We will collect your personal information to comply with a legal obligation, such as:

• recruitment
• ownership and provenance of the collections
• disposal and loan of collections
• requests made under data protection law or Freedom of Information

Personal information we collect may include:

• your name, title, gender and date of birth
• postal and email addresses
• phone numbers
• family and spouse/partner details
• relationships to other donors and/or Council Members
• current interest and activities
• Direct Debit bank details
• Gift Aid status
• online or in-store retail or café purchases
• employment information and professional activities

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, and direct you towards this notice for more information.

2. Information regarding donations to the Museum

We collect information about you when you make a gift to the Museum’s collections, or indicate a future bequest. This information is used to verify the provenance and copyright of the item and to provide an audit of ownership. This information will not normally be made publicly available; consent will be sought from the donor if an occasion arises in which the donor’s name is required to be linked to an item on display.

We also collect information about you relating to any financial support you give the Museum, and this may be shared for processing purposes, eg, with HMRC or your bank.

3. How will we use the information about you?

We collect information about you in order to fulfil our public task and provide you with the service you have requested. Depending on your relationship with the Museum, and the preferences you have indicated, data we hold may be used by us for the following purposes:

Marketing and communication

If you consent we well send you information about activities and services of the National Army Museum group that may be of interest to you, by post, telephone or email. If you have consented to receive marketing and later change your mind, you may opt out at a later date by emailing info@nam.ac.uk or using the contact details below.

Marketing communications may include:

• Details of other products, services or events related to the Museum, such as exhibitions, events, retail or café offers
• News and updates about the Museum such as our marketing, learning or supporter e-newsletters
• Details of fundraising operations, including requests to consider giving financial support to Museum projects
• Surveys for market research purposes
• Responses to complaints, legal claims or other issues

Fundraising

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 fulfill our contractual obligations to you. This would include Direct Debit confirmations, thank you and renewal letters, Member benefits, and queries regarding returned mail or bounced payments.

Your information may be used in the following ways:

• Data screening and cleaning to check if we have accurate contact details for you
• Research and wealth screening to help us understand our Members, donors and potential donors
• To claim Gift Aid on your donations

Research and Wealth screening

To help us understand our visitors and donors we may combine information that you volunteer to us with information from publicly available resources to build a profile which will enable us to ensure that our communications are relevant to you, and to give us insight into your interest or capacity to support the Museum and in getting involved in our activities. Fundraising research is vital to our development activities to ensure that not only does the Museum continues to thrive for generations to come, but also to ensure that any fundraising requests are appropriate and justified.

You can choose to opt-out of being the subject of wealth screening, research, data cleansing or analysis simply by contacting us by email at info@nam.ac.uk or using the contact details below to contact us by post or telephone.

Who might we share your information with?

We will not sell your details to any third parties, nor disclose personal data to any third parties or external organisations, other than trusted data processors and service providers carrying out work on our behalf. Examples of data processors would be mailing houses, bulk email distribution services, or wealth screening and data cleaning organisations. We do comprehensive checks on any companies working on our behalf before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they collect or have access to in line with the 1998 Data Protection Act and the incoming General Data Protection Regulations .

We will apply for your explicit and informed consent in the event that we require to share your data in any other way that is not covered in this policy.

4. How we keep your information secure

The National Army Museum has implemented security procedures and rules to protect the personal data under our control from unauthorised access, improper use or disclosure, or unauthorised modification. All employees and data processors are obliged to respect the confidentiality of the personal data of our visitors and supporters.

5. Access to your information and retention

You have the right to request a copy of the information that we hold about you: this is called a Subject Access Request. If you would like a copy of some or all of your information, please email or write to us at the address below.

We fully comply with the terms of the Data Protection Act (1998) and the incoming General Data Protection Regulations (2018), and will respond to any requests to remove, change or provide any personal details you have given us under the terms of the Act and Regulations, including the right to be forgotten.

Your information will be retained within the Museum’s secure systems for as long as you continue to engage with the Museum’s services and events.

6. Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

For further information visit www.aboutcookies.org or www.allaboutcookies.org.

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.

7. CCTV and filming/photography by the Museum

CCTV is used extensively throughout the Museum and its outstations to monitor the activities of individuals. The Museum abides by the CCTV Code of Practice in the management of information recorded and retained by surveillance equipment.

Filming and photography may take place within the Museum during special events and other occasions, and visitors will be notified of this through the use of posters and verbal instructions.

Visitors will be asked to sign a consent form if they are to feature prominently in any recording made, and these consent forms will be retained according to the Museum’s retention schedule in a secure environment.

8. Other websites

Our website contains links to other websites. This privacy policy only applies to this website so when you follow links to other websites you should read their own privacy policy.

9. Data controllers and how to contact us

The designated Data Controllers for the National Army Museum group are:

• National Army Museum – Museum Director
• National Army Museum Trading Limited – Museum Director General
• National Army Museum Foundation – Museum Director General

You have a right at any time to stop us from contacting you for marketing or any other purpose.

Please contact us if you no longer wish to be contacted for any of above, or if you have any questions about our privacy policy or information we hold about you:

By post:

National Army Museum
Royal Hospital Road
Chelsea
London
SW3 4HT

By telephone: 020 7730 0717

By email: info@nam.ac.uk

10. Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated in September 2017, and is due to be updated in May 2018 in accordance with the General Data Protection Regulations 2018.