Accredited with Arts Council England, solely owned and operated by Bakewell & District Historical Society. Registered charity No 1184842. Museum Reg. No. 559. Our postal address and other contact details are: Bakewell Old House Museum, Cunningham Place, Bakewell, Derbyshire DE45 1DD firstname.lastname@example.org Telephone: 01629 813642
What information do we collect about you and why
During your visit to the Old House, or to our web-site, you may be asked to provide personal information, in the following circumstances:
- When you buy a ticket on entry and agree to gift aid
- When you make a telephone booking or purchase for group visits or events
- When you make an enquiry or ask a question and ask for someone to contact you
- When you complete a comment or feedback card
- When you agree to join an electronic newsletter list
- When you receive first aid or emergency assistance
- When you donate an object or archive material to the museum, or make a Monetary Donation.
The information we might ask you to provide may include:
- Your name, title and address
- Your post code
- Your telephone numbers
- Bank card or other payment details if appropriate
- Your email address
What we do with your information
We only use the information for the purpose it is given and nothing else. It is retained for only the minimum period of time appropriate to the circumstance. This is set out in the data retention policy, which can be found at the end of this document. You can opt out of any or all of our communications at any point simply by contacting us: The Manager - Bakewell Old House Museum, Cunningham Place, Bakewell, Derbyshire DE45 1DD
Specific areas we may ask for your personal data and why:
in order to make a claim to HMRC we need to ask for your name, address and post-code and whether or not you are a UK tax payer. If you are not a UK tax-payer you cannot ‘gift aid’.
Enquiries, questions and complaints:
you can talk to us verbally and ask us questions. You do not have to give us any personal information. If you would like a follow up or for someone to contact you we will ask for your preferred contact details. We normally respond in the same manner as we receive the question/query/complaint, unless otherwise requested.
we like to receive comments and feedback on our activities and facilities. We have a paper comment card. You do not need to give any personal details. We will not use any contact details unless you give them with the specific intention of expecting a reply.
First-Aid and emergencies:
we hope you have a trouble free visit, but if in the unfortunate circumstances you need emergency assistance, or if you experience an incident that needs reporting on Health and Safety grounds, we may ask for some personal contact details. If so these are used for that purpose only, for example to contact you again for insurance purposes or to discuss an event or incident.
we produce a regular e-newsletter sent by email or post. This is sent to those who gave express permission to receive it. We will not send you this newsletter if not requested. We will not use your contact details collected for another purpose (i.e. gift-aid) to send you this e-newsletter.
Who we might share your information with:
We do not share or sell your personal data that may be collected as part of your visit (or your business contract) to any other person, or organisation, or museum (with the exception of what we are required to do in regards to Gift Aid and the HMRC).
How we keep information secure?
We have implemented physical security procedures, rules and IT technical measures to protect the personal data that we have under our control from:
- Unauthorised access
- Improper use or disclosure
- Unauthorised modification
Employees and authorised volunteers who have access to, and are associated with, the processing of personal data, are legally obliged to respect the confidentiality of your personal data.
How can I access the information about me?
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.
Applications of this nature should be made in writing to:
BDHS – Old House Museum, Cunningham Place, Bakewell, Derbyshire DE45 1DD
How to contact us:
If you have any comments on our privacy notice, or on information we hold about you, please write to: BDHS – Old House Museum, Cunningham Place, Bakewell, Derbyshire DE45 1DD
There is a separate policy covering the additional circumstances of staff, volunteers and memberships of the BDHS and Old House Museum
Data Retention Policy
We will only keep personal information for the minimum period it is necessary to do so.
we are obliged to keep gift-aid records for 7 years.
First-Aid and emergencies:
first-aid treatment forms and/or any associated incident report forms will be kept for 4 years. (We must retain insurance records for 3 years after the settlement of any claim).
your email address will be retained for that purpose until such time as you request that you no longer wish to receive it. We also have to retain evidence that you gave us permission to receive the newsletter, i.e. an email asking us or a comment card requesting the same.
Card payment details:
we will keep details of the transaction or purchase for one year.
we are obliged to keep copies of invoices and payment records for 7 years under current accounting rules
Donations of objects and archive items:
under current museum documentation procedures and regulations we are obligated to retain basic donor information (name and address) indefinitely. Other details such as telephone numbers or email addresses may be retained with the donor’s permission. Otherwise data retention is the same as enquiries and questions above.
correspondence re donations is retained for 7 years from the end of the financial year in which the transaction was made. Any related gift-aid information is retained for 7 years. Any legacy/bequest, transacted by Will, Probate or Intestate via a solicitor or relatives is retained for 7 years after the estate has been wound up. For specific fundraising campaigns we will keep lists of donors (and the amount) for the duration of the campaign (unless donated anonymously) for the purposes of tracking the total and to invite those donors to appropriate opening/launch events. You may opt out from receiving such invites.