Privacy Policy

This privacy policy sets out how The Yorkshire and Humberside Federation of Museums and Galleries (Federation) uses and protects any personal information that you provide to us.

We are committed to ensuring that your privacy is protected. Should you provide the Federation with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement and the General Data Protection Regulation (GDPR).

The Yorkshire and Humberside Federation of Museums and Galleries may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 10/05/2018.

What we collect

We collect personal information from you when you become a member of the Federation or use one of our booking websites like Eventbrite. We may also collect additional demographic information from third party websites like Mailchimp and Facebook, but this is anonymous (i.e. does not contain personal details) and is focused on generalised statistics.

All personal information that we gather in relation to your membership, including enquiries and general
correspondence, will be kept in line with our record retention schedule. This schedule has been developed to ensure that we meet our data protection, charity, and company legislative requirements.

Under the data protection legislation you have the right to request a copy of the personal information that we hold about you. If you choose to make a subject access request please do so using the website contact form (using the contact tab at the top of the page) and clearly label your message by writing ‘personal information request’ in the subject box.

We may collect the following information:

  • Name and job title
  • Contact information including email address
  • Financial information
  • Demographic information such as postcode, preferences and interests
  • Other information relevant to customer surveys and/or offers

What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

  • Processing your membership or bookings for events and courses.
  • Keeping records in line with our legislative requirements.
  • Providing you with membership services like the newsletter.
  • Letting you know about courses and events being held by third parties that we think you might be
    interested in either via the newsletter or social media.
  • We may also contact you for feedback on our courses, membership offer and events so that we can ensure
    that we are providing options that are relevant to you.

Legal basis for processing your information

Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.

However, we will normally collect personal information from you only (i) where we have your consent to do so, (ii) where we need the personal information to meet our contractual requirements to you, or (iii) where we are obliged to process the information in order to comply with our legal and statutory requirements.

If we ask you to provide personal information to comply with a legal requirement or in order to meet our membership requirements we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

If a breach of security occurs then we will contact you as soon as possible. We will keep you updated on what action we are taking in response.

How we use cookies

A cookie is a small file that is stored on your computer and allows websites to ‘remember’ you, either for the duration of your visit (a ‘session cookie’) or for repeat visits (a ‘persistent cookie’). Cookies allow websites to, among other things, remember if you have logged in or not, remember your preferences and tailor your experience of the website.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to meet our customer’s needs and expectations. We only use this information for statistical analysis purposes and the data is not personally-identifiable.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us and the data provided by your browser (i.e. what type of browser you are using).

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer; however, this may prevent you from taking full advantage of the functionality of a website.

Other websites

The third party websites (Mailchimp, Eventbrite, etc) that we use to send out communications and to facilitate bookings for courses and events are not covered by our privacy policy. They will each have their own separate privacy policies and they may also use cookies. You should read and agree to their privacy and cookies policies before using them. If you do not want to use an associated site then you can contact us through the Federation website contact form to obtain any necessary booking forms or information via email.

Controlling your personal information

We make every endeavour to keep our records up to date and accurate, but we cannot do this without help from you. If something changes and your information needs to be updated then please let us know. Additionally we are unable to process some information without your explicit permission and so it is important that you respond to us and provide this consent if you want to receive certain information, for example the newsletter. You can withdraw this consent at any time by contacting us.

If you decide that you would like us to delete any information that we hold relating to you then please let us know. Where this does not affect our legislative requirements we will make the relevant deletions (and any notified updates) within 72 hours, or if not, in as reasonable a timeframe as possible.

If you have any questions or concerns about this privacy statement please contact us using the website contact page.