Privacy notice

Our contact details
 

Name: Sir John Moore Foundation

Address: 101 Top Street, Appleby Magna, DE12 7AH

Phone Number: 01530 273629

E-mail: office.manager@sirjohnmoore.org.uk

 

The type of personal information we collect:
We currently collect and process the following information:

·       Personal identifiers, contacts and characteristics (for example, name and contact details)

·       We collect 'personal data', which is information that identifies a living person, or which can be identified as relating to a living person.

·       When we talk about 'you' or 'your' in this policy we mean any living person whose personal data we collect.

 
Personal data we hold
We hold the following categories of personal data:
 

1.     Personal data you provide
We collect data you provide to us. This includes information you give when you communicate with us, purchase products or services, purchase tickets, sign up to receive communications from us, make a donation, apply for employment, volunteer or enter into a contract with us.

For example, we may hold:

personal details (name, gender, date of birth, email, address, telephone etc.)
family and spouse/partner or next of kin details
financial information (including gift aid)
your response to a ticketed event
details of the ways in which you wish to be contacted by us.

 

2.     Personal data generated by your involvement with the Foundation
Your activities and involvement with the Foundation will result in personal data being generated. This could include:

details of your areas of interest in the Museum's collection
your guided visits
your attendance at special events
where you have asked us for information or written to us
your visits to our websites
images of you captured by our CCTV systems.
your purchasing history
how you have helped us by volunteering or by donating money or objects to us
where you have applied for a job with us
3.     Personal data from third parties
We sometimes receive personal data about you from third parties, for example, if we're partnering with another organisation or where we may use third parties to help us conduct research and analysis about you to determine the success of our public offer and to help us provide you with a better experience (and this can result in new personal data being created).

We may collect information from social media about you, or if you post on any of our social media pages.

4. Special category ('sensitive') personal data
We don't normally collect or store special categories of personal data. However, there are some situations where we may need to do so. These may include, for example, if you work or volunteer with us or apply to do so, or if we need to know about any access, medical or dietary requirements you, or someone in your care, may have. Information about your ethnicity, religion or disability may be captured by the recording of images through our CCTV system, but we don't further process, collect or retain special category data from those records. Please see the below section on CCTV for further information.

 
How we use your personal data
General use
We only ever use your personal data with your consent, or where it's necessary to:

enter into, or perform, a contract with you.
comply with a legal duty.
protect your vital interests.
carry out a task in the public interest.
for our own (or for a third party's) legitimate interests, provided your rights don't override these interests.
In any event, we will only use your personal data for the purpose or purposes for which it was obtained.

 
Marketing
We use your personal data to communicate with you to promote our activities and events and to help with fundraising. This includes keeping you up to date with our exhibitions, events, and products in our shop, and to send you general information about fundraising.

Administration
We use your personal data for administrative purposes including:

receiving donations (for example, Direct Debits or gift-aid instructions)
performing our obligations under supporters' agreements
managing custody of our collection including our intellectual property rights
carrying out due diligence to meet our compliance duties (for example, before making any acquisition into our collections, accepting financial support, or making agreements for the supply of goods and services)
processing enquiries and requests for information
managing feedback, comments, and complaints we receive
fulfilling orders for tickets, goods, or services (whether placed online, over the phone or in person)
helping us respect your choices and preferences.
recruitment and staff management including pay, tax and pensions administration.
management of suppliers of goods and services
managing your visit to the Sir John Moore Foundation (for example, health and safety, security, lost property, cloakroom, safeguarding and incident management)
 
Internal research and profiling
We carry out research and analysis on our visitor and supporter feedback to help us provide you with a better experience (for example so that you only receive communications about areas of our activities or research you are mostly likely to be interested in).

 
Disclosing and sharing your personal data
We will never sell your personal data.

We may share your personal data where required to do so for prevention of crime or for taxation purposes (for example, with the police, HMRC). These requests will be assessed on a case-by-case basis and in line with data protection law. We may be required to share your data with regulators or with other organisations in line with the law (e.g. the Charity Commission, Companies House, and local authorities).

 
Fundraising and marketing communications
Consent
Unless you've already given us your email address or telephone number so that we can tell you about making donations to us or about the supply of goods and services, we must ask you to 'opt-in' to receive fundraising and marketing emails from us. You have the choice as to whether you want to receive or continue to receive these messages. You are also able to select how you want to receive them (post, phone, email, text) and to change your preferences at any time.

When you receive a communication from us, we may collect information about your response, and this may affect how we communicate with you in future.

 
Children and young people
Information for parents and guardians
We take great care to protect and respect the rights of individuals in relation to their personal data, especially in the case of those aged 13 or younger.

We won't use the personal data of children or young people for marketing purposes, and we won't profile it.

Personal data about children and young people is only accessible by our staff on a strictly need-to-know basis. Further information about Safeguarding is available within our Safeguarding policy.

 

Data security
Protection
We employ a variety of physical and technical measures to protect information we hold and to prevent unauthorised access to or use or disclosure of your personal data.

Electronic data and databases are stored on secure computer systems, and we control who has access to information (using both physical and electronic means). Staff receive data protection training, and we maintain a set of data protection procedures which our staff are required to follow when handling personal data.

 
Payment security
All electronic forms that ask you for your financial data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers.

If you use a payment card to donate, or to purchase something from us online, we will pass your payment card details securely to our payment provider. We comply with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council.

 
CCTV
The Sir John Moore Foundation premises are protected by CCTV, and you may be recorded when you visit. We use CCTV to help provide a safe and secure environment for visitors, for our staff and for the collection and to prevent or detect crime.

All information is processed on our CCTV system in line with our CCTV Policy. The system is managed in accordance with our standard operating procedures and in line with good practice guidance issued by the Information Commissioner's Office. CCTV images will only be accessed by authorised staff and are stored for up to 31 days, unless flagged for review.

 

 
Storing your personal data
Where we store data
We are wholly based in the UK. We will store your personal data within the United Kingdom, or on servers in a country with an adequacy regulation such as the European Economic Area.

 
Retention of your personal data
We will only retain your personal data for as long as it's required for the purposes for which we collected it.  How long we keep your personal data for will depend on:

our legal obligations
the nature and type of information we are processing and
the reason for which we collected it.
For example, should you ask us not to send you marketing emails, we will stop storing your email address for marketing purposes. However, we will need to keep a record of your preference.

We continually review what information we hold and will delete personal data which is no longer required.

 
Control of your personal data
Your rights
Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at office.manager@sirjohnmoore.org.uk if you wish to make a request.

Under data protection law, we have one month to fulfil any of your data subject rights. In certain situations, we may extend the statutory deadline by a further two calendar months.

Sometimes we can't fulfil your data subject rights request in the way that you may expect. This is because an exemption may apply, or we are processing your information for a lawful reason which may mean that you can't exercise that right. Where appropriate, we will inform you of the decision.

If you'd like further information on your rights or wish to exercise them, please contact our Data Protection Officer at the address below.

Should you wish to make a subject access request, please contact our Data Protection Officer providing:

a clear explanation about what information you are requesting
a copy of your ID (where you are requesting CCTV or where we can't identify you through other means).
Please be aware that we may ask for other information from you on a case-by-case basis to help us to identify you. 

 
Complaints
If you have any concerns or complaints about our use of your personal information, you can make a complaint to us at office.manager@sirjohnmoore.org.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

 
Cookies
Our websites use local storage (such as cookies) in order to provide you with the best possible experience and to allow you to make use of certain functionality (such as being able to shop online).

 

Links to other sites
Our websites contain links to other external websites. We are not responsible for the content or functionality of any such websites. Please let us know if a link isn't working by contacting office.manager@sirjohnmoore.org.uk.

If a third-party website requests personal data from you (for example, in connection with an order for goods or services), the information you provide won't be covered by this privacy policy. We suggest you read the privacy notice of any other website before providing any personal information.

 
Changes to this privacy policy
We may amend this privacy policy from time to time to ensure it remains up-to-date and continues to reflect how and why we use your personal data. The current version of our privacy policy will always be posted on our website.

Any questions you may have in relation to this privacy policy or how we use your personal data should be sent to our Data Protection Officer at The Sir John Moore Foundation, 101 Top Street, Appleby Magna. DE12 7AH.

Policy review
This policy was approved by the Trustees of the Sir John Moore Foundation on 21/05/2024 and will be reviewed in May 2025.