Privacy policy

What information do we collect about people?

Names, addresses and equal opportunities data for volunteer
Names and addresses of object donors
Names and addresses of gift aid donors
Information about people involved in village history e.g. photographs, newspaper cuttings
Postcodes and opinions on audience surveys

Who is collecting it?

Administrator collects details of volunteers and gift aid donors
Collections manager collects details of object donors and details which are contained in the archive
Volunteers trained to take surveys

How is it collected?

By form with active consent for volunteer and donor information
On object entry forms for object donors
On survey forms

Why is it being collected?

So that we can contact volunteers about volunteering opportunities and keep them updated on what is happening at the museum
So that we can trace the provenance of our objects
So that we can find out who our audiences are and improve our service
So that we can illustrate the everyday life of people in Burwell and the surrounding areas

How will it be used?

To contact volunteers and donors about volunteering, fundraising, events and season tickets (separate opt-in categories), using the methods they have agreed to.
To deal with any enquiries about object provenance or to contact object donors about their donations.
To find out more about our audiences and improve our service
To facilitate historical, academic and genealogical research, and to create displays and exhibitions

Who will it be shared with?

Details of people who have donated objects may be shared with the collections team or with museum staff.
Volunteer details will be kept on a secure database accessed only by museum staff.
Volunteer phone numbers will be shared with other volunteers if specific permission has been given for this
Visitor information from survey forms will be shared with the Audience Agency as part of their nationwide work, which does not involve contacting anyone
Information about people involved in village history will be shared with historical, academic and genealogical researchers, and with visitors to the museum

Data Retention policy

We will only keep personal data at the museum if it is:

Needed for everyday contacts for which permission has been given, e.g. volunteer details used to send out newsletters, season ticket holder details used to send out renewal letters.
Part of our collecting activities, e.g. newspaper articles, which we need to keep as a record of the life of the village
Part of our collections records, specifically donor forms which are needed to prove that the museum has ownership of the museum.

Data will be kept by the collections team and museum staff in password-protected documents or in a locked filing cabinet, and retained only for as long as it is needed for the museum. Each year the records will be updated to remove details for anyone who is no longer volunteering at the museum. Documents which need to be kept for a set amount of time, for example gift aid permissions, will be securely disposed of after that time.