Privacy policy
This privacy notice sets out how the Saltaire World Heritage Education Association (SWHEA)/Saltaire Collection uses and protects any information that you give SWHEA/Saltaire Collection when you –
- Donate or loan any item to the Saltaire Collection
- Seek to loan items from the Saltaire Collection
- Choose to join SWHEA’s Governing Body
- Choose to become a volunteer for the Saltaire Collection
- Choose to subscribe to our newsletter
- Choose to follow us on our Facebook and Twitter social media sites
- Choose to become a member of our monthly draw, What’s in the Box
- Choose to use our website, saltairecollection.org
SWHEA/Saltaire Collection are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when depositing or loaning items to/from the collection or are participating in any aspect of our work and/or our digital activities, then you can be assured that it will only be used in accordance with this privacy statement.
SWHEA/Saltaire Collection may change this policy from time to time by updating this privacy notice. The UK General Data Protection Regulation (GDPR) enshrined in the United Kingdom Data Protection Act 2018 will require additional compliance checks of how we protect your personal data and may require changes to this policy. This policy is effective from May 2022
What we collect
We may collect the following information:
- Your personal contact details and Information about your ownership of item(s) and who owns the copyright for the item(s) being loaned or donated
- Your organisation’s contact details when seeking to agree a loan from the Saltaire Collection
- Your name and, where necessary for employed staff or volunteers working with children, your date of birth
- Personal contact information for volunteers supporting our work, your email address, telephone number and postal address
- For inquirers and event attendees, demographic information such as your postcode, and for those seeking more information, name and contact details
- For inquirers seeking information from the collection, the nature of your inquiry, preferences, and interests with name and contact details
- Any information that you provide as feedback
What we do with the information we gather
We require this information to understand the provenance of any items being deposited in or loaned to the collection, to communicate with trustees and volunteers on a regular basis, to understand your needs and provide you with a better service, and for the following reasons:
- To comply with national museum standards (Spectrum)
- For our Internal record keeping, enabling good communication for those governing and contributing to our work.
- To improve our services for inquirers.
- To send promotional emails about new collection materials, events, or other information which we think you may find interesting
- To improve our social media processes
- To improve our web-based services
- From time to time, we may also use your information to contact you for market research purposes.
Retention
- The details of individuals/groups/other organisations who loan items into the collection are retained in the restricted area of the MODES database.
- The details of individuals who donate items to the collection are retained in perpetuity in the restricted area of the MODES database.
- Personal details of SWHEA Trustees and Board member details will be retained in a secure Microsoft file held by the board secretary. Serving trustee details are provided for the Charity Commission. At the end of terms of service for SWHEA, the trustee/board member details will be removed from the Charity Commission and SWHEA files
- Volunteers’ details are held in a secure Microsoft File by the board secretary and on ceasing to volunteer for the Saltaire Collection, their details are removed from these files.
- On commencement of volunteering or employment, Shipley College manual ‘new starter’ forms are completed by individuals to enable College to provide access to IT systems and to provide identity badges for everyone. Once established on college systems, these details are retained on the secure College Human Resource database, until such time as individuals cease their involvement, manual copies are shredded.
- SWHEA and College maintain a list of named volunteers who have been issued with College ID and this is regularly reviewed to add or remove volunteers.
- Digital Enquirers to the collection are listed with the enquiry focus and the originating postcode area. No personal data is retained.
Security
We are committed to ensuring that your information is secure. 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.
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:
- You may request details of personal information which we hold about you under the Data Protection Act 2018. The UK GDPR gives you the rights to ask us to remove your details. If you would like a copy of the information held on you, please write to SWHEA/Saltaire Stories, Shipley College, Learning Resource Centre, Victoria Road, Shipley BD18 3LQ.
In addition
- We will not sell, distribute, or lease your personal information to third parties unless we have your permission or are required by law to do so.
- Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
- We may use your personal information to send you promotional information about related third party activities and events which we think you may find interesting if you tell us that you wish this to happen.
How we use cookies on our website
- A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you visit a particular site.
- Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
- 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 to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
- 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.
- You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links on our website to other websites
- Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Please contact us on saltairestories@gmail.com FAO Board Secretary, if you have any queries or concerns about this privacy notice.
Review Date for this Notice: July 2024
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Take down policy
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About us
Find out more about the Saltaire Collection and our parent charity the Saltaire World Heritage Education Association
Contact us
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