Colchester and Ipswich museums privacy notice

This privacy notice should be read in conjunction with Colchester City Council’s Privacy Policy.

Information collected

Newsletter Subscriber

• Name (optional)
• Email address

We retain this information until the customer unsubscribes. 

Registered on Volunteer Website

• Name
• Address
• Email
• Phone number

We retain this information until the individual unsubscribes.

Active Volunteer

• Name
• Address
• Email
• Phone number
• Emergency contact name
• Emergency contact number
• Emergency medical informations (if relevant)
• Bank detail (if the volunteer wishes to claim travel costs)

We retain this information until one year after volunteering ends.

Competition entrant

• Name
• Email
• Phone number (Optional)

We retain this information until one month after competition closes.

Evaluation/consultation participant

• Name
• Age
• Gender identity
• Ethnicity
• If you identify as D/deaf, disabled or have a long-term health condition
• Postcode
• Contact details (if taking part in multiple evaluation sessions or you have consented to your details being shared with a third party evaluation consultant)
• Who you are visiting with e.g. children, partner
• Opinions on museum activity

We retain identifiable information for 2 years to inform the development of museum activity. Anonymised feedback is kept indefinitely.

Collections Contributors

• Name
• Address
• Email address
• Telephone and contact details
• Optional information that adds context to an object’s history e.g. professions, ages, locations

Contributions may take different forms, including physical objects, photographs, oral recordings or written information. We retain this information in perpetuity.

Academic/ student

• Name
• Address
• Email address
• Telephone and contact details
• Bank details

Contributions may take different forms, including physical objects, photographs, oral recordings or written information. We retain this information in perpetuity.

Agencies we might share your information with

As a whole, we do not share your information with other agencies.

If consented, your data from Evaluation Participants may be shared with evaluation consultants, funders or development partners. If you are participating in the audio recording of memories, we may share your data (only with your consent) to the Essex Record Office Sound Archive.

If you are participating in the audio recording of memories, we may share your data (only with your consent) to the Essex Record Office Sound Archive.

Purpose and lawful basis for processing

Colchester + Ipswich Museums requires the above information in order to provide a service to you. Volunteers may receive updates on the projects they support, new opportunities and thank you events. We only request the minimum amount of information and ensure that is it stored securely.

The lawful basis for the processing of your personal data by Colchester + Ipswich Museums is consent. You will have provided us with consent to use your personal information. You have the right to amend or withdraw your consent at any time. If you wish to exercise this right, please email museums@colchester.gov.uk so that we can deal with your request.

How we protect and store your personal data

We take the confidentiality of personal information very seriously and use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption. We have procedures and processes in place to ensure that your personal information is managed appropriately.

Your information may be held outside of the UK. Where this is the case, we ensure that additional measures are in place to protect your data and to ensure that we continue to comply with data protection requirements.

We use cloud providers and online application providers to help us run our business. Therefore, the use of some of our systems may include the transfer of your personal data to other countries. Your data will only be transferred to other countries which have adequate provision in place to protect personal data to an equivalent level as personal data held in the UK.

Length of time we keep your information

Your information will be kept on file for the retention periods specified above. You have the right to contact us and ask for your information to be removed at any point where there is no obligation or statutory requirement for it to be kept. You can exercise this right by contacting museums@colchester.gov.uk

Updates to this privacy notice

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the "last updated" date on this notice. We encourage you to periodically review this notice and to be informed of how we are protecting your information.