Colchester Museums Development Foundation privacy notice

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

About CMDF

Colchester Museums Development Foundation (CMDF) exists to support Colchester Museums to inspire and enrich our local community, through the preservation, exploration, and sharing of the town’s heritage in its widest sense. CMDF is a Charitable Incorporated Organization, charity number 1192018.

Your data

CMDF processes personal data from people when they donate to our organisation, become a member, sign up to our mailing lists via our website or with a card on site, or contact us in any other way.

We will store and process any personal data you provide us with, along with a history of inbound and outbound communications and your purchases and donations for the purposes set out in this notice.

You are always free to ask us what data we hold about you, update your records, and exercise your rights under data protection legislation. For further information on how to exercise your rights, see the Colchester City Council Privacy Policy.

Information collected

Information collected: Donors

• Name
• Address
• Email
• Phone number
• Job title 
• Age range (optional)
• Gender (optional)
• Donation history 
• Areas of support/interest 
• Gift aid declaration 
• Publicly available information to inform preferences

Information collected: Members

• Name
• Address
• Email
• Phone number
• Age range (optional)

Purpose for processing: Donors and Members

For donations and memberships, processing is necessary for the performance of a contract, to which the data subject is party.

Information collected: Newsletter subscribers

• Name (optional)
• Email address

Purpose for processing: Newsletter subscribers

For newsletter subscribers, we retain this information only with explicit consent until the customer unsubscribes. You can exercise your right to withdraw your consent by contacting museums@colchester.gov.uk.

How long we retain your data

Data will be retained in line with our retention schedule and will not be retained for longer than is necessary for us to deal with your needs efficiently. No personal data will be held indefinitely.

Agencies we might share your information with

We do not share your information with other agencies, except for our data processors, Donorfy – see “Where is my data” for more details.

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.

Where is my data

Colchester Museums Development Foundation stores and processes data using Donorfy, a customer relationship management (CRM) platform. Donorfy is hosted in Microsoft Azure, a highly secure cloud computing platform. Visit their website to read Donorfy’s full Data Processing Agreement (DPA). Donorfy is hosted in Microsoft Azure’s European Azure data centres in Republic of Ireland and the Netherlands. The data does not travel to the US.

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.