Privacy Information Notice for the Friends of the Ipswich Museums
Introduction - The Friends of the Ipswich Museums (FoIM) needs to gather, store and use certain forms of information about our members in order to operate. This policy explains how we collect, store and use this data in order to comply with the law.
Who and what does this policy apply to? It applies to all personal data that FoIM holds relating to individuals, including names, email addresses, postal addresses and telephone numbers. It applies to all those handling personal data on behalf of FoIM, including committee members and third party suppliers.
Roles and responsibilities Everyone who has access to personal data as part of FoIM has a responsibility to ensure that they adhere to this policy.
The legal basis for processing your personal data is necessity for the purposes of the legitimate interests pursued by FoIM. The data is collected, stored and used so that FoIM can manage the membership records and keep you informed of news, events, activities and services, and run those events, activities and services.
The processing of personal data A member’s name and contact details will be collected when they first join FoIM, and will be used to contact the member regarding membership administration and FoIM activities. FoIM will only collect data where lawful and where it is necessary for the legitimate purposes of the group.
We will never use data for any purpose other than that stated, or for purposes that can be considered reasonably related to it. For example, we may pass your name and address to the printer of the newsletter in order to distribute newsletters, but we will never pass on personal data to unconnected third parties without your explicit consent.
Further processing If we wish to use your data for a new purpose then we will provide you with a notice explaining this new use prior to commencing the processing. We will set out the relevant purposes and processing conditions and seek your prior consent.
Relevance, accuracy and retention FoIM will not collect or store more data that the minimum information required for its intended purpose.
Any individual will be able to update their data at any point by contacting FoIM.
FoIM will keep data on individuals for no longer than is necessary. Paper copies will be destroyed and electronic copies deleted.
Financial records and any personal data attached to them will be retained for six years plus the current financial year.
How we store your personal data Electronic and physical data (e.g. membership forms) will be held by us securely.
Your rights The following requests can be made in writing to FoIM:
Members can request to see any data stored about them. Any such request will be complied with within 28 days of the request being received.
Members can request that any inaccurate data held on them is amended. Any such request will be complied with within 28 days of the request being received.
Website 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. All visitor tracking is anonymous. For further information about website cookies 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.
Contact details To exercise all relevant rights, queries or complaints please, in the first instance, contact the FoIM Membership Secretary, c/o Ipswich Museum, High Street, Ipswich, IP1 3QH or by e-mail firstname.lastname@example.org.
You can contact the Information Commissioner’s Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
Policy approved by the FoIM committee on 22 May 2018.