The Guards Museum is committed to protecting your privacy.
Privacy and GDPR Policy
The purpose of this policy
By adopting this policy The Guards Museum aims to explain how and why we use your personal data, and is intended to help ensure that you remain informed and in control of your information.
About The Guards Museum
The Guards Museum tells the story of the five regiments of Foot Guards who have the honour and duty of protecting the Sovereign and the Royal Palaces from 1660 to the present day. The museum was originally founded as a teaching aid for new recruits to learn their Regimental heritage. Today we enable a diverse public audience to discover the multi-faceted nature of the soldiers’ operational lives, through the use of our rich collection which stretches back 380 years.
The terms ‘The Guards Museum’, ‘the museum’ or ‘we’ refer to The Guards Museum Trust which is a registered UK charity (number 278181).
The policy also applies to Guards Museum Enterprises Ltd, a private limited company operated by the Trust to support the museum.
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.
What data we collect
We collect data you give when you communicate 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 (such as credit/debit card or direct debit details)
• your response to an event or your intention to meet a Member of our staff
• details of the ways in which you wish to be contacted by us
The main purposes for which we collect and process the details of customers, visitors, enquirers, and donors are:
• to provide the service, goods or information that they have requested
• for administration purposes e.g. to administer donations
• to further our charitable aims, including fundraising activities
• to gather feedback
For example, we collect your personal information when you communicate with us regarding an event on our website, contact us regarding a research enquiry or give a donation to The Guards Museum.
This may include:
• Your name
• Billing/postal address
• Telephone number
• Email address
• Your attendance at Museum events
• Tickets you have bought from us
• Any donations you make to the museum.
How we store and use your data
Your data will be kept safe and secure. It will only be used for purposes which you have consented to or which are in the legitimate interests of the Guards Museum, as long as they do not impede your rights.
We will store your data for as long as legally required or as long as we feel is necessary to the Museum without impeding the rights of you as an individual. We always try to keep any data we hold on you as up to date as we are able to. We always aim to be clear when we collect personal data and not to do anything with it that you would not reasonably expect.
Your personal data is held by The Guards Museum. We will not share personal data with third party organisations for marketing purposes, but may occasionally outsource functions when we do not have the in-house capacity required, or where there is no other way to carry out a service you have agreed to, e.g. online donation. We will only share your data in these ways in order to carry out a process or contract which you have requested and if we are confident that these partner organisations are compliant with data protection legislation. We may also store information regarding if you attend an event at the Guards Museum, or if you contact us for any reason.
We may share anonymised data and statistics with other organisations, such as our funders, who use this to understand the impact of their support. We may also hold and analyse your data in order to continue to improve our understanding of our target audiences and of our supporters.
We may also collect your data from third parties where it is in your interest as an individual, e.g. from an external supplier relating to an event you are attending at the museum.
When you make a transaction with The Guards Museum we may need to contact you in order to fulfil our legal requirements for that contract. For example, if you purchase a ticket online, we will email you about your booking, including ticket confirmation or in the event of cancellation.
If you have previously supported the Museum, we may contact you about things which we feel are of interest to you or which, based on what we know about you, are in the interests of our charitable objectives to let you know about. This legitimate interest will constitute a lawful ground for contacting you about our services and activities, for example:
• If you have supported a fundraising appeal in the past we may contact you about future ones;
• If you are a frequent ticket buyer
You can tell us at any stage that you do not wish to receive such information and we will stop contacting you.
With regard to each of your visits to our website we may automatically collect the following information:
• Technical information, including the Internet protocol (IP) address used to connect your device to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.
• Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time), events or exhibitions you viewed or searched for, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.
• We may work closely with third parties (including, for example, business partners, sub-contractors in technical, payment services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them.
• 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). Further information can be found in our Cookies policy.
• Our websites contain links to other external websites. We’re not responsible for the content or functionality of any such websites. Please let us know if a link isn’t working by contacting firstname.lastname@example.org.
Job applicants, volunteers, current and former Museum employees
If you apply to work at the Guards Museum, we will use the information you supply to process your application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau, we will not do so without informing you beforehand unless the disclosure is required or otherwise permitted by law.
Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.
Once you have taken up employment with the Museum, we will compile a file relating to your employment. The information contained in this will be kept secure and will be used for purposes relevant to your employment. Once your employment with the Museum has ended, we will retain the file in accordance with the requirements of our retention schedule.
Filming/photography by the Museum
Filming and photography may take place within the Museum during special events and other occasions, and visitors will be notified of this through the use of posters and verbal instructions.
Visitors will be asked to sign a consent form if they are to feature prominently in any recording made, and these consent forms will be retained according to the Museum’s retention schedule in a secure environment.
You have many rights regarding your personal data.
• the right to know whether we hold your personal data and, if we do so, to be sent a copy of the personal data that we hold about you (a ‘subject access request’) within one month
• the right to have your personal data erased (though this will not apply where it’s necessary for us to continue to use the data for a lawful reason)
• the right to have inaccurate personal data rectified
• the right to object to your personal data being used for marketing or profiling
• we will always try to respond to any instructions you may give us about our handling of your personal information, there may be situations where we are unable to meet your requirements in full.
• if you’d like further information on your rights or wish to exercise them, please contact us at the address below
• should you wish to make a subject access request contact us at the address below